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Event Day Playbook

This playbook covers what to do when things go wrong during a live cleanup event. Time is critical on event day — follow these steps to resolve issues quickly and keep the event running smoothly.

Before the Event

Pre-Event Checklist (Event Lead)

  • Verify the event is visible on the platform and details are correct
  • Confirm attendee registrations and send any reminder communications
  • Test the mobile app on your device (open it, verify you can see the event)
  • Charge your phone — route tracking uses GPS and drains battery
  • Download offline maps for the area (Google Maps → download region) in case of poor connectivity
  • Know who to contact for support: info@trashmob.eco
  • If waivers are required, bring paper waiver forms as backup

Pre-Event Checklist (Support)

  • Be aware of scheduled major events for the day
  • Monitor the support email and in-app feedback for event-related issues
  • Ensure you can reach engineering if a critical issue arises

Common Event Day Issues

1. Attendees Can't Register for the Event

Symptoms: User gets an error when trying to register, or the register button doesn't work.

Quick Fixes:

  1. Waiver required: If the event or community requires a waiver, the user must sign it first. Walk them through the waiver signing process.
  2. Event is full: Check if there's an attendee cap. The event lead can increase it if needed.
  3. Event has already started: Some events may restrict late registration. The event lead can adjust the event times.
  4. App needs update: If on mobile, ensure the user has the latest version.

Workaround: The event lead can manually add attendees from the event management page.

2. Route Tracking Won't Start

Symptoms: User taps "Start Route" but nothing happens, or the route button is grayed out.

Quick Fixes:

  1. Check location permissions: The app needs location access. Go to phone Settings → TrashMob → Location → set to "While Using the App" or "Always."
  2. Restart the app: Force-close and reopen TrashMob.
  3. Check GPS signal: Move to an area with a clear view of the sky. GPS is unreliable indoors or in dense urban canyons.
  4. Check internet: Route tracking needs connectivity to start (though it can buffer points briefly during dropouts).

Workaround: If route tracking won't work on one device, another attendee can record a route for the group. Routes can be shared via privacy settings.

3. Route Tracking Stopped Unexpectedly

Symptoms: The route was recording but the app shows it stopped, or the "Recording" indicator disappeared.

Possible Causes:

  • Phone killed the app in the background to save battery
  • App crashed
  • Phone ran out of battery

Quick Fixes:

  1. Check if the route was saved: Open the Routes tab on the event — a partial route may have been recorded.
  2. Start a new route: If the event is still ongoing, start a new recording. Multiple routes per event are supported.
  3. Battery saver: Disable battery saver / battery optimization for the TrashMob app to prevent the OS from killing it.

For Android: Settings → Apps → TrashMob → Battery → Unrestricted For iOS: Settings → TrashMob → Background App Refresh → On

Workaround: If route tracking is unreliable, focus on logging the event summary (bags collected, area covered) after the event — this data is still valuable without a GPS route.

4. Can't Upload Photos During the Event

Symptoms: Photo upload button doesn't work, upload fails with an error, or the photo doesn't appear.

Quick Fixes:

  1. Check file size: Photos must be under 10 MB. High-resolution camera photos may exceed this. Try reducing photo quality in camera settings.
  2. Check file type: Only JPEG, PNG, and WebP are supported. Screenshots in HEIC format (iPhone default) may need to be converted.
  3. Check internet: Photo uploads require a stable connection. If connectivity is poor, save photos and upload after the event.
  4. Storage permissions: Ensure the app has permission to access photos/camera.

Workaround: Take photos with the phone camera normally. Upload them to the event after returning to a stable internet connection.

5. Event Details Won't Load / "Data Not Loading"

Symptoms: Event page shows a spinner, blank screen, or "error loading" message.

Quick Fixes:

  1. Check internet connectivity — try loading a web page in the browser.
  2. Force-close and reopen the app.
  3. Check if the issue is platform-wide: Try accessing trashmob.eco in a web browser.

If the platform is down:

  • This is a Critical escalation — contact engineering immediately.
  • Workaround: Proceed with the cleanup event as planned. The event data (attendance, route, photos, summary) can all be entered after the event once the platform is back up.

6. Waiver Signing Fails

Symptoms: User can't complete the waiver signing process — form doesn't submit, or an error appears.

Quick Fixes:

  1. "Typed legal name is required" — The user must type their full legal name in the signature field.
  2. "This waiver version has expired" — Contact the community admin to update the waiver's effective dates.
  3. "This waiver version is not yet effective" — The waiver's start date is in the future. Contact the community admin.
  4. General form submission failure — Check internet connectivity and try again.

Workaround: Use a paper waiver as backup. Bring printed copies of the waiver. Paper waivers can be scanned and uploaded to the platform after the event by the event lead or community admin.

7. Event Summary Can't Be Submitted

Symptoms: After the event, the lead tries to submit the event summary (bags collected, weight, attendees) but gets an error.

Quick Fixes:

  1. "Event not found" — Verify the event hasn't been cancelled. Refresh the page.
  2. "You must be registered as an attendee" — The person submitting must be registered for the event. Register them first.
  3. Form validation errors — Check that all required fields are filled in with valid numbers.

Workaround: If the summary can't be submitted immediately, note the data on paper and submit later when the issue is resolved. Key data to capture:

  • Number of bags collected
  • Total weight (estimate if no scale available)
  • Number of attendees
  • Duration of the event
  • Any notes about the area or conditions

8. Pickup Location Issues

Symptoms: Can't add a pickup location, or the pickup location doesn't appear on the map.

Quick Fixes:

  1. Ensure location services are enabled for accurate pin placement
  2. Check internet connectivity
  3. Try refreshing the event page

Workaround: Communicate pickup locations verbally or via text message to attendees. Add them to the platform after the event.

Emergency Escalation

When to Escalate Immediately

Situation Action
Platform completely down (trashmob.eco unreachable) Contact engineering immediately. Proceed with event offline.
Data loss (routes, event data disappeared) Contact engineering + Director. Document what was lost.
Security concern (suspicious activity, unauthorized access) Contact Director immediately.

How to Escalate

  1. Email: info@trashmob.eco (include "EVENT DAY - URGENT" in subject line)
  2. GitHub Issue: Create with critical + event-day labels
  3. Direct contact: Reach out to the Director of Product & Engineering

What to Include in an Escalation

  • Event name and date
  • Number of attendees affected
  • Description of the issue
  • Steps that were tried
  • Screenshots if possible
  • Device/browser information

After the Event

Post-Event Checklist

  • Submit event summary (bags, weight, attendees, duration) if not done during the event
  • Upload any photos that couldn't be uploaded during the event
  • Review and trim any route recordings if they include driving time
  • Report any platform issues encountered during the event (even if workarounds were found)
  • Thank attendees and share impact metrics

Reporting Issues After the Fact

Even if workarounds were used during the event, please report any platform issues encountered:

  1. Use the in-app feedback widget, or
  2. Email info@trashmob.eco with details, or
  3. Create a GitHub Issue

This helps the team fix issues before the next event.

Last Updated: March 1, 2026