Hiking event with carpool


There are several routes whose start point is not accessible by reasonable public transport (e.g., Geierköpfe). Additionally, in order to have more flexibility (and immunity against train cancellation etc), several users prefer to use cars instead of public transport. Therefore, we have added a new functionality in the website, which allows organizers to associate a carpool with their events.

How to associate a carpool with the event

Associating a carpool with the event is really easy - while creating an event the organizer only needs to check the box “use carpool”.

Event form for carpool

Note that, in this case meeting point corresponds to the starting point of hike, where all cars are supposed to meet, and the meeting time is when they are supposed to meet (usually a few minutes before the start of hike). For example, for a hike to Blomberg, the meeting point could be the parking lot near Blombergbahn.

Event view

The event view is slightly different here compared to an event with public transport. Instead of “Join”, there is a link to “carpool”. The event can only be joined by clicking on this link, which takes you to the carpool page. The participants list contains only those users who have already picked a car from the carpool. Users, who have decided to join the waiting list in order to wait for more cars to be added in the carpool, appear in the waiting list.

Carpool page

The carpool page contains a list of cars, which have already been added to the event. This list could also be empty, if no cars have been added so far.

Each car in the pool contains the name of the car owner, some information about the car (e.g., meeting point, meeting time, approximate price per person, if the car is full), and the number of available seats. A user interested in the event can join any car by clicking on the link “Join Car”.

Participants are also free to switch to a different car anytime by clicking on the “Join Car” of the better suited car. This will automatically remove them from the previously selected car, and they don’t need to explicitly unjoin from the previously selected car.

If a user unjoins a car, and does not join another car, then this is equivalent to unjoining from the event.

Carpool page

Join waiting list

It is possible that when a user opened the carpool, there were no cars in the pool, or all cars were full, or they were not well suited for the user (e.g., because the meeting point is too far).

In such cases, instead of joining a car, the user can join the waiting list by clicking on “Join Waiting List”. The advantage of joining a waiting list is that the waitlisted users are notified by email each time a new car is added into the carpool, at which point they can revisit the carpool, and possibly join the new car.

Add car into carpool

In order to add a new car into the pool, the user needs to click on the “Add Car”, which opens a small form, in which they can fill some details about the car, meeting point/time, and possibly some instructions for the users who intend to join their car.

A user, who adds a car into the pool, is automatically moved to the participant list. If this user had earlier selected a car as a passenger, then after adding a car into the pool, the user is automatically removed from the previously selected car.

Maximum participant limit

Note that the event organizer always sets a limit on the number of participants. If that limit is already reached then a user cannot join a car, even if that car has free space. Also, in such cases, a user cannot add a new car into the pool. The other possible scenario in which a user cannot join a car or add a car into the carpool is when the organizer has blocked the user from the event for some reason.