Overview of the Manage Events Tab

The Manage Events section will display an overview of all events that have been created, with options to edit and delete events that have been created within Event Management. Administrators will also be able to manage registrations for an event on behalf of members and export reports on all registrations.

Access Manage Events from website

1. Log in to the club's ClubHouse Online website with an Administrator user account and access Club Central.
2. From within Club Central, click Planet icon (Open Application List) at the top left.
3. Select Modules > Event Management from the Applications list. 
4. Select Manage Events from the left navigation.

To better understand how to use the Manage Events page, view these 2 sub-sections.

• Event Filter

• Event List

Click on the links below for more details on specific tasks to Manage Events.

View Event
Edit Event
Copy Event
Delete Event
Publish/Hide Event
Access Event Link
Add Registration
Manage Registrants
Delete All Registrants
Booking Report

Event Filter

The Event Filter located at the top of the Manage Events screen will allow administrators to filter the events to be displayed in the listing below. If the filters do not appear click on the gray bar Event Filter to show/hide the filter.
The filters that are available are as follows:

• Type of Event - Select type of events to be displayed. 
  • All Events - All events - this includes Past, Deleted and Upcoming events (based on the date range selected).
  • Upcoming Events - Show events that take place on the current date or in the future. 
  • Past Events - Show events that have already occurred.
  • Deleted Events - Show events that have been deleted.
• Event Name - Search for a specific event by name, press enter on keyboard or click Search button to apply changes.
• Date Range - Only events in the selected from and to dates will be displayed. Change the start date and that will change the range of events to be displayed. The date range default can be changed under Configuration > Manage Events. 
  • It works in conjunction with the Type of Event filter to control which events are displayed.
• Category - Display only events of specific Event Categories.
  • Multiple Event Categories can be selected.
• Only Show Registerable Events - When this option is checked, only events that require registration will be displayed.
• Only Show Unpublished Events - When this option is checked, only events that are unpublished will be displayed.
• Search - Has to be clicked to apply Event Name or Category filter searches.
• Reset - Restores filters with the following defaults:
  • Type of Event - Upcoming Events 
  • Event Name - Empty
  • Date Range - Current date 
  • Category - Not filtered (will still show all events)

Event List

The Event List within Manage Events will display all the events based on the Event Filters that have been configured. By default, the Event List will display Upcoming Events if no filters are applied. There is the option to set the Items per page, however 10 or 25 is recommended; if a higher number is selected it will take longer for the page to load. If there are more than 25 events to be displayed this will be indicated by the page number(s) at the top of the Event List table.

Below we will further explain the event list icons and columns.

Event List Icons

To the right of each event name, icons can be selected to manage the event. Above the Event List table is the legend for each icon. 

• Edit Event (pencil icon) - Allows you to edit an event. For more info see Edit Event section below.
• Add Registration (green plus sign icon) - Allows administrators to add registrants without going to the live site calendar. For more info see How to Register a Member for an Event.
• Booking Report (paper icon) - View and export report details for all registration events. For more info see Booking Report section below.
• Publish Event (green arrow pointing up icon) - The event is currently hidden from members, click icon to publish event to be visible on live site by members.
  • Reminder administrators will still see the event on live site calendar even when the event hasn't been published. For more details see Publish/Hide Event.
• Hide Event (red arrow pointing down icon) - The event is currently visible for members, click icon to unpublish event to hide event on live site from members. For more details see Publish/Hide Event.
• Event Link (chain link icon) - Generates a unique URL link for a specific event, this can be used to create a direct link to the event through an email blast or from another page on the ClubHouse online website. For more details see How to Use the Event Link.
• Recurrence (two arrows going in a circle icon) - Indicates that this event is going to occur more than once.

Event List Columns

By default, the events will be listed in order using the Event Date column. Click the column headings to sort a column in ascending/descending order.

The events are listed in a table with the following column headings:

• Event Name - The name of the event which is which is displayed for members to see.
  • If event name is clicked the Event View window appears with an internal view of the event details.
  • To view the event on the live site, administrators should follow the View Event section before publishing an event for members to see.
• Event Date - Date of the particular instance/seating of an event.
• Event Time - Start time and End time of the particular instance/seating of an event.
• Total Att. 
  • Lists the total number of people currently registered for that event – Clicking on the number will open the Manage Event Registrations page. For more info see Managing the Event Registrant List.
  • If -- is displayed, indicates it is an information or pricing only event.
• Max Att. 
  • Displays the maximum number of attendees the event will allow.
  • N/A = Indicates it is an Information or pricing only event.
• Wait List  
  • Lists the number of people currently on the wait list, if the event was set to allow wait list.
  • If -- is displayed, indicates that wait list is not allowed for this registration event.
  • N/A = information only event. 
• Registration - If an event is registrable and the current date is between the registration start and end dates, then action buttons will be displayed.
  • N/A = Could display for these scenarios
    • Information or Pricing only event.
    • Registration not opened for members to register on website yet.
      • members would see Registration opens on date
    • Registration on website has been closed, members have to call club to sign up
      • members would see Registration Closed
  • Open - The event is currently closed from registration, click on the button to allow registration.
  • Close - The event is currently open for registration, click on the button to close registration.
  • Full - The event attendance has been reached and will not accept additional registrations.
• Last Modified On - Date and time that changes were last made to the event.
• Last Modified By - Who made the last change to the event.

View Event

To see what an event would look like prior to making it available for members to see on the website, it should be accessed through the live site. Clicking on the Event Name from Manage Events or using Preview button from Edit Event window will only display the internal view for admins and not the live member view.

To view event on website before publishing

1. Login to website.
2. If the administrator is on the Club Central side of the website.
   • Click Live Site link on top right. 
3. Navigate to calendar/event page on website.
   • Easiest way to find calendar, add /EventManagement/EventCalendar.aspx to the club's domain name.
   • https://clubname_website.com/EventManagement/EventCalendar.aspx
4. Click name of event to see event details and test hyperlinks that members would see once event is published. 

It is recommended to add text, images or link to provide more information about the event before publishing the event, go to Edit Event.
Administrators will always see events on the Live Event Calendar, even when the event has not been published. Remember to Publish an event for members to view on website.

Edit Event

Club administrators can choose to edit events by selecting the pencil icon next to an event.

Steps to Edit an Event

1. Select Manage Events from the left navigation.
2. Find event and Click pencil icon to edit event.
3. This opens the Edit Event window.
   • If the event has been created with a recurrence there will be two options:
     • All Events - Edit all instances of the recurring event at once.
     • This Event - Make changes to one specific date and time, this event will be removed from the recurrence, and it cannot be added back to the original set of occurrences. 
   • If the event already has registrants
     • A blue bar will display in the Edit Event window with the following text "At least one of the future recurrences of this event has registrations and thus many of the fields below cannot be edited. To edit these fields, you must first delete all registrants"
     • The following items cannot be edited: Event Date, Event Recurrence, Age Restrictions, Registration Type, Event Questions, Registrant Categories or Cancellation Policies. To edit any of these fields, all registrants will have to be deleted or Copy the event. We recommend a booking report be exported first before deleting all registrants.

General Information Tab

Most fields should be editable in the General Information tab. Make necessary changes and save changes. For more information about each field see How to Configure the Event General Information.

Registration and Pricing tab

For registration events that already have registrants, some of the fields may not be editable in the Registration and Pricing tab. Make necessary changes and save changes. For more information about each field see How to Configure Event Registration.

Once there are registrants in an event, there are only certain features of registration setup that can be altered. Those features include:

• Registration Start Date and Time - Have the registration be changed to start sooner or later as long as the Registration period starts at least 24 hours before the event start time.
• Registration End Date and Time - Have the registration be changed to end sooner or later depending on the date of the event. 
• Event Attendance Limit - This can be increased, but can only be lowered to the current number of registrants in the event.
• Booking Attendance Limit - This can be raised but cannot be lowered below the largest booking already completed
• Minimum Booking Attendance Limit - This can be lowered but can't be raised above the smallest booking already completed

Options

• View Other Attendees - This can be toggled on or off at any time.
• Allow Wait List - This can be toggled on or off as long as there are no registrants on the Wait List.
• Allow Guests - This can be toggled on or off as long as there are no Guest registrants attached to a booking.

Notification

• Notify Member - This can be toggled on or off at any time.
• Notify Club - This can be toggled on or off at any time.
• Sender's Email - This can be changed and/or toggled on or off at any time.

The following 5 buttons will be available from the Edit Event window:

• Save
  • For new changes to be applied.
  • If event is not published, only administrators will see the changes, go to Manage Events screen to publish when ready.
  • If event is already published the changes will be visible by members immediately.
• Save & Publish
  • If event is not published, using this button will save and make it visible to members immediately.
• Preview
  • This preview is an internal view and not what members will see on website.
  • See View Event to preview event instead.
• Copy
  • To create another event with similar information, instead of having to start from scratch.
  • See Copy Event below for details.

• Delete
  • Removes the event from the calendar.
  • The event could still be found, if the Event Filter type of event is changed to Deleted.

Copy Event

To create another event with similar information, instead of having to start from scratch, an upcoming, past or deleted event can be copied. 

1. Select Manage Events from the left navigation.
2. Find event and Click pencil icon to edit event.
3. This opens the Edit Event window.
4. Select the Copy button located at the top.
5. The Edit Event window will now display New Event window. Name of event will have word 'Copy' automatically added.
6. Make changes to any fields for the copied event, all fields can be modified.
7. Click on the Save button to save changes or Save & Publish when ready for the event to be live on the Event Calendar.

Delete Event

If an event is no longer required it can be deleted. 

1. Select Manage Events from the left navigation.
2. Find event and Click pencil icon to edit event.
3. This opens the Edit Event window.
4. Select the Delete button located at the top. 
5. From the confirmation prompt, click on the Yes button to confirm the deletion.​
6. If the event has registrants and email notifications have been enabled, it will then prompt whether to send registrants notifications or not.

Publish/Hide Event

An Administrator can determine if an event should be visible on the Event Calendar for members to see by using the Publish Event and Hide event icons. For members to see an event on the website Event Calendar, it must be published.​

Icons found beside an event in the Manage Events List

• Publish Event (green arrow pointing up icon) - The event is currently hidden from members, click icon to publish event to be visible on live site for members.
  • When this icon is found beside an event, members cannot see the event on the Event Calendar but Administrators can.
• Hide Event (red arrow pointing down icon) - The event is currently visible for members, click icon to unpublish/hide event to be hidden on live site from members.
  • When this icon is found beside an event, both members and Administrators can see the event on the Event Calendar. 
• No icon - The event date and time has taken place. The visibility of this event can no longer be changed.
  • If it was published, it will stay published.
  • If hidden, it will stay hidden.

We recommend the details of the event to be viewed on the live site before publishing on the website for members to see. For details see View Event. 
There are two ways to publish an individual event:

1. When an event is created or edited.
2. From the Manage Events screen.

When an event is created or edited

Create a New Event 

The Save & Publish button can be selected when a new event is being created. 

1. Select Create Events from the left navigation.
2. Add information for event details.
3. Click Save & Publish and the changes will be saved and published for members to see on website immediately.

Edit Existing Event

The Save or Save & Publish button can be selected when an event is being edited from the Edit Event window. This depends if the existing event was already published in the first place.

1. Select Manage Events from the left navigation.
2. Find event and click pencil icon to edit event.
3. This opens the Edit Event window.
   • If the event has been created with a recurrence there will be two options:
     • Select This Event - This will take the one occurrence out of the recurrence, and it cannot be added back to the original set of occurrences. This allows one occurrence to be published.
     • Select All Events - This will publish all the occurrences.
4. If an event has never been published before. Select Save & Publish after changes are made and it would immediately save and publish the changes on to the website.
5. If an event is already published. Selecting Save or Save & Publish after changes are made and it would immediately save and publish the new changes on to the website.

From Manage Events

1. Select Manage Events from the left navigation.
2. Locate event to Publish.
3. Click Publish Event (green arrow pointing up icon) to Publish the event.
   • If Hide Event (red arrow pointing down icon) appears - this indicates that the event is already published and visible for members.
4. From the confirmation prompt, click Yes to Publish the event.
   • The Hide Event (red arrow pointing down icon) appears because the event is now published.
   • The event will be visible for members within the Event Calendar when the page is refreshed.
   • If a recurring event is Published, all of the events within the recurrence period will be published.

In the image below, the Weekly Social Dining is Published. Click the Hide event icon if the event is not ready for members to see on the calendar. 

Hide / Unpublish Events

The only way to hide an event is from the Manage Events section. 
Any event that has Hide/Unpublish Event (red arrow pointing down icon) it is published for members to see. 

1. Select Manage Events from the left navigation.
2. Locate event to Hide.
3. Click Hide/Unpublish Event (red arrow pointing down icon) to Hide the event.
   • If Publish Event (green arrow pointing up icon) appears - this indicates that the event is already hidden from members.
4. From the confirmation prompt, click Yes to Unpublish/Hide the event.
   • The Publish Event (green arrow pointing up icon) appears because the event is now hidden.
   • The event will be hidden from members within the Event Calendar when the page is refreshed. Administrators will still be able to see the event on the live calendar.
   • If a recurring event is Hidden, all of the events within the recurrence period will be hidden. 

Delete All Registrants

Before deleting all registrants we recommend a report be exported first. To delete individuals from an event see Managing the Event Registrant List.

How to pull a report

1. Select Manage Events from the left navigation.
2. Find event and Click paper icon to view Booking Report for event.
3. In the Columns to Export section - place a checkmark beside the Select All box.
4. Click Export.

To remove all the registrants from an upcoming or past event

1. Select Manage Events from the left navigation.
2. Find event and Click pencil icon to edit event.
3. This opens the Edit Event window.
   • If the event has been created with a recurrence there will be two options:
     • Select This Event - To delete registrants for an individual event, this event will be removed from the recurrence, and it cannot be added back to the original set of occurrences. 
     • Select All Events - Not recommended, usually want to delete registrants for an individual event.
4. Select the Delete Registrants button located at the top.
5. Decide whether all registrants should be email notified that they are being deleted, if notifications have been enabled.
6. Confirm if all the registrants should be deleted. 
7. Click Yes to confirm the deletion of all registrants for this event.

 

Booking Report 

 Administrators have the ability to view and download reports for all registration events. 

There are two ways to access a report for an individual event:

1. Booking Report (paper icon) .
2. Manage Event Registration

Booking Report (paper icon)

1. Select Manage Events from the left navigation.
2. Find event in table.
3. Click Booking Report (paper icon) beside the event to view and export report details.
4. See Registration Report section below for details

Manage Event Registration

1. ​Select Manage Events from the left navigation.
2. Find event name in table.
3. Click on the number in the Total Att. column. The Total Att. column will display the number of people already registered for the event. 
4. In the Manage Event Registration window, click on the View Report button.
5. See Registration Report section below for details.

Registration Report 

From the Registration Report window, the following information will be found:

• Columns to Export - Select the field column(s) of information to be displayed and exported in the report. 
• Filter: Select the checkbox beside which registration status should be displayed and exported. Choose from Wait List, Registered and Cancelled.
• The event details will be displayed on the right.
• Bottom of the screen will display a table with all registrant information based on the columns and filters selected. 
• If additional questions were added to the event, the table will only show the answers to the questions. The question will be found in the event details section.
• Export button - click to download all the information displayed on screen into a .CSV(comma separated value) file. 
  • Recommend in the Columns to Export section that Select All is checked before running the export.