Create a WoW raid in Discord: signups, roles and reminders

G4 Planning · 7 November 2026

A raid starts taking shape before the first pull. When replies are scattered across Discord, you discover too late that a healer is missing or two players were discussing different characters. G4 Planning keeps the event, signups and composition together in the Activity. Here is a practical way to set up a readable raid without mistaking a list of interested people for a group that is ready to leave.

Decide the essentials before opening the form

Choose the instance, date, start time and expected duration. Check that the available catalogue fits your guild’s setup. G4 Planning currently presents a WoW: Forever-oriented catalogue and Battle.net import; this guide does not promise equivalent game data for every Retail or Classic variant. Discord organisation and the availability of game-specific data are different things. Verify the event you want to run before building a whole guild process around assumptions about its catalogue.

Write a short note explaining the evening’s goal, preparation and how to report a change of plans. If gathering time differs from the intended first pull, say so. For an international guild, include the agreed time zone. Those are guild decisions rather than features to expect the bot to invent. A few clear instructions save more confusion than a long description that buries the meeting time beneath background information and optional details.

Put the right people in charge

Add the G4 Planning Activity to the guild’s Discord. Members with Administrator or Manage Server permission can use its Admin tab. Decide who creates raids and who handles loot, then check access before inviting everyone to sign up. Organisers should use their own accounts rather than sharing one login. The WoW page outlines the guild features and their current scope, which is a useful reference when introducing the tool to officers.

Create the raid with the chosen instance and schedule. Raids have a fixed size and tank, healer and DPS quotas. They are not the same as a random battleground with a selectable group size. Do not try to change a PvP size setting to work around a PvE composition issue. Read the resulting event as a player would: can someone identify the time, the objective and the expected preparation without asking an officer?

Ask members to choose a character and role

Players open the Activity and sign up with their character and role. Battle.net import is included in all plans, subject to Blizzard’s terms, and currently follows the Forever scope presented by the product. Linking an account is not a promise of complete data for every game version. Check which character each player is actually bringing, especially in a guild where people switch between mains and alts during the same week.

Read the role gauges rather than only the total. Enough names on the list do not solve a missing tank or healer. Ask members to update answers that are no longer true, and distinguish a possible attendee from someone ready at the meeting time. The organiser still has to interpret uncertainty and confirm the group. A planning tool makes those responses visible; it does not turn every tentative answer into a reliable commitment.

Explain the bench before the roster fills

Discord and Pro provide automatic benching when it is enabled. Free uses the manual “Bench OK” journey instead. Do not tell members to expect the same automation on every plan. Show a small group what happens when a slot fills and when someone changes their answer. The important point is that everyone understands their current status, rather than guessing from a message in voice chat whether they count as part of the active group.

Treat substitutes as people with their own evening to plan. Explain how the guild contacts them and how long they should remain available. That is a human agreement, not a promise made by the bot. Battlegrounds use a different capacity model: our recurring BG guide explains why their informative roles should not be described using a raid’s fixed role quotas. Keep those explanations separate when your guild runs both types of event.

Configure reminders without pinging the whole server

Pins, reminders and recurrence are included from the Discord plan. The WoW channel reminder mentions the relevant signed-up players rather than using @everyone. Check the configured channel, the bot’s permissions and reminder settings with a volunteer. Do not present absent or benched players as a confirmed raid composition. A scheduled notification helps surface the appointment, but it cannot prove that a person has read it or will be online on time.

For a weekly raid, recurrence recreates the grid without manually rebuilding each week. Still review upcoming sessions for holidays, changed objectives and unusual schedules. Repeating an event does not automatically enrol the same people or make them available. Our guide to reducing missed raids covers the communication side: clear commitments, useful reminders and a straightforward way to report a change, without pretending that automation removes every last-minute problem.

Settle loot rules and make a final check

If your guild uses soft-reserve, explain the rules before the raid and point members to our loot reservation guide. Soft-reserve and loot tables are included in every plan. Advanced tools such as loot council, points and exports belong to Pro. You are not required to pay simply to access the included Blizzard data. Separate the chosen distribution policy from the planning subscription when you explain the setup to players.

Before departure, review the time, missing roles, uncertain responses and bench. Keep one identified organiser responsible for the last adjustments. For installation and plan details, see G4 Planning and the getting-started guide. That gives the guild a simple loop: announce one raid, collect an answer from each player, and use a composition the officers can actually read instead of reconstructing everyone’s intentions from scattered messages.

Which plan fits?

Free costs €0 and allows two raids or BGs per week combined, plus five WoW activities. Discord costs €7.90/month or €79/year; Pro costs €12.90/month or €129/year. Reminders, pins and recurrence start with Discord. The Website option adds €4.90/month or €49/year to Discord or Pro: €12.80 or €17.80/month in total. It is not available on Free. Online payment is not open yet; contact the team for a paid plan. Check the full details on the product page.

Frequently asked questions

Are reminders included in Free?

No. Free lets you test signups; reminders and recurrence are included in Discord and Pro.

Can I choose any raid size?

No. Raids follow a fixed size and role quotas. The choice of 10, 15 or 40 applies to the random BG.