How to Create an Online-Only Event
An Online Information only event can be created to inform members that an event is taking place. It is created from the website and does not communicate back in to Jonas Activity Management(JAM)/Encore Event Management.
To create an information only event directly on the website, the following items have to be set up in JAM/Encore Event Management Module first.
- Event Types - Types of events Dining, Golf, Social, etc. - This appears on website as a Category
- Facilities - Where is the event going to take place? - This appears on website as a Location
After the Event Types/Categories and Facilities/Location are created in JAM/Encore, the online information only event can be created.
Steps to Create an Information Only Event from Website
- Login to website
- Access the Event Management module from within Club Central
- Select Create Event
- Complete details in the General Information Tab, 3 sub-sections.
Note: Only the
General Information tab will be accessible for clubs setup with Integrated events when creating an information only event from the website. The Email Notification Tab will be disabled. The events created from here are referred to as information only events, to inform members of something happening at the club. To create an event that members can sign up for after they login to the website, please login to
JAM/Encore to create the registration event.
Event Details
Complete the following information
- Name: Type in the Name of the event - this appears for members to see on website
- Category: Select an event category from the drop-down list, multiple Categories can be selected
- Color: A color option will appear only if a color is assigned to the event type/categories under Categories. To change category color - visit How to configure event categories online
- Select one color to represent the event
- None = no color to identify the category
- Category Name(s) and color displayed in list = Select one category/color this helps members to identify category by color on the website
- Location: Select where the event will take place from the drop down list.
- Description: Click in the rectangle box and the content editor will appear.
- Date: Select the date on which the Event will take place
- Time: Chose the type of Time settings for the event from the following choices:
- Regular - The event will have one Start and End time - Ex: Sun below
- If the club has multiple start and end times on the same day use the Add new seating time button or copy the event and change the times
- Add new seating time - the seating time choices appear when member clicks to see event details
- Event times must be mutually exclusive 10:00am - 11:00am, 11:00am - 12:00pm
- If they overlap 10:00am - 11:00am, 10:30am - 11:30am a validation error appears when you save the event
- All Day - The event has no start time or end time, All Day will display in Event Calendar - Ex.Mon below
- No Time - The event has no start time or end time and will only display the event name in Event Calendar - Ex.Tues below
- No End Time - The event has a specific start time but does not have an end time, start time will display in Event Calendar - Ex.Wed below
Recurrence
If the event occurs more than once, check the 'Recurrence' checkbox to set the details of the Recurrence. The Recurrence details will allow you to dictate how often and how many times this event will reoccur. The First occurrence of an event is always the date you have set in the Event Details above.
Choose between Daily, Weekly, Monthly, Yearly tabs.
Repeats every, day, week, month or year
Ends - Set when the occurrence ends
- Never - it will keep going forever (ex: monthly open house)
- After - number of occurrences (ex: 4 times for a fitness class)
- By - select a date when it will end
For Month and Yearly Tabs, there is an extra option to choose from
Repeats on - recurrence could be on the same day of each month/year or set to the first, second, third, fourth of last week within a month/year
Daily
Choose how often in days an event will occur as well when the last occurrence will be.
Weekly
Choose specific days of the week an event will occur and when the last occurrence should be.
Monthly
Choose if the event should reoccur on the same date or day of a month based on the current date of the first occurrence and when the last occurrence will be.
Yearly
Choose if the event should reoccur on the same date or day of a year based on the current date of the first occurrence and when the last occurrence will be.
Restrictions
- Disallow Online Guest Registration - this field is not applicable when creating information only events from the website
- the add guest option will not be visible by members on website, regardless if this is unchecked or checked in this scenario
Other Settings
- Hide from Calendar at a Glance
- Applicable only if you have setup Widget Type - Upcoming Events on an alternate page on the site
- Checked = this event will be hidden on the page set up with the Upcoming Events widget
- Unchecked = this event would display on the page(s) set up with the Upcoming Events widget
- Allow Public Users to View This Event - If Public Calendar has been enabled on the site.
- Checked = event is visible on the calendar to the Public (anyone that is not logged in to the website)
- Unchecked = only members and admins will see event after they are logged in
Click
Save at the top to save the changes. Only administrators will be able to see this event on the calendar. Events should be published when it is ready for members to view on the website.
View event before publishing
It is highly recommended for administrators to view and test links on the event details prior to publishing it on the website for members to access.
- Do not use the Preview button at the top, this preview is an internal view and not how members will see on website
- Click on Live Site link on top right to find event on calendar to view event.
Click
Save & Publish if the event is ready for members to see it on the website
To make changes to the event
visit How to Manage Events Online