Event Manager

The Event Manager is only available to organization staff or officials. One of the most all-round useful features of myClubhouse for administrators and members alike; the Event Manager allows officials to:

  1. Search for, Add, delete and edit events of any type
  2. Invite organization members by email, providing them with a direct link to click and sign-up
  3. Contact attendees (those signed-up) by email
  4. Send an event report by email
  5. Add or Remove Attendees and guests from an event
  6. View and edit a list of attendees
  7. Associate images with an event

All events in the Event Manager automatically appear in the Forthcoming or Past Events calendars as appropriate. The Event Manager works in the same way as the Forthcoming Events calendar, displaying event details in a table. The events on display can be filtered in the same way as the Forthcoming and Past Events Calendars.

1. Search, Add, Delete and Edit

The Event Management page displays a Search Box, Events Table (Search Results) and an Editor. These are not displayed at the same time and the Search Box is displayed by default. Three links appear at the top of the page: Search, Results and Add.

Search for an Event

Use the Search options to search for an event you wish to edit. The options are as follows:

Search Expression

Simply type the expression or part of the expression you wish to search for. This will return events matching your search expression.

Event Type

Select the type of event from the drop-down list.

Start Date Range

Type in the earliest and/or latest dates for the start date of the events you want. Leave either blank for an open-ended search date.

Recurrence

Some events can be recurrent. You can search for Recurrent events, Non-Recurrent events or Either.

Click the Search button to return the search results in the Events Table. Click Show All to return all events with no filtering.

Events Table

The Events table (Event Search Results) displays all the Events matching your search criteria. Most of the columns are sortable. Click the column heading once to sort in ascending order, and again to sort in descending order. The following columns are displayed:

Select

Click the checkboxes to select events to copy.

ID

A number automatically assigned by the database to uniquely identify the Event.

Event Title

The title of the Event.

Event Type

The category for the event. Administrators may set up Event Types using the Event Type Editor.

Start Date

The start date for the event. For recurring events this will be the date of the first instance.

Date & Time

Description of the date and time of the event. For recurrent events this describes the recurrence pattern.

Recurring?

Symbol indicating that the event is recurring. Non-recurrent events are blank.

Recurrence Exception

Dates the recurrence does not apply. (This feature not yet available.)

Can Sign Up?

A tick indicates that members (and optionally guests) can sign up for this event.

Email Organizer on Sign Up?

A tick indicates the organizer(s) will receive an email each time a member signs up for this event.

Total Signed Up

Number of people currently signed up. Doesn't apply to recurrent events that allow signing up for individual instances.

Guests Allowed?

A tick indicates that non-members can sign up for this event.

Organizer

Name of the main event organizer.

Manage Event

Click the link to manage this event.

Delete

Use the checkboxes to select events to be deleted. No need to delete past events - these will automatically go into the Past Events & Gallery calendar.

Add New Event link

The Add New Event link button will open the Editor for a new Event to be defined.

Editor

In the editor you can set the following details:

General Details

Event is Cancelled - tick the box to indicate that this event has been cancelled but it will still remain on the calendar so that people can see it has been cancelled.

Event Name - the title of the event.

Event Type - select the category from the drop-down list. Administrators can use the Event Type Editor to add new event types.

Event Organizer - select a club official from the drop-down list. It is not necessary to select an organizer but if so a link will appear in the event description for members to email the organizer.

2nd Event Organizer - select a club official from the drop-down list.

Dates and Times

You must first select if your event is a One-off or Recurrent.

One-Off:

Start Date - select the start date from the control.

Start Time - Not compulsory. It can be an exact time e.g. 10.15am or vague e.g. lunchtime.

End Date - You only need to enter the end date if the event spans more than one day.

End Time - Not compulsory, again this can be vague if you like.

Select the start date from the date control. Some events happen at very specific dates and times (e.g. coaching course), and some are much more vague (e.g. annual tournament). Some happen on a particular day and some over a period of weeks. For that reason the dates an times on the form are flexible. It is not compulsory to enter a start date and an end date, if the event only happens on a single day, just enter the start date. It is not compulsory to enter a start time nor an end time.

Examples

a) A Party on Saturday 19th March 2005 from 7:30pm - midnight. Enter the start date: "19th March 2005", start time: "19:30", leave the end date blank, end time: "about midnight".

b) A coaching course on Tuesday evenings from 7pm - 9pm over 6 weeks. Enter the start date: "8th March 2005", start time: "19:00", end date: "12th April 2005", end time: "21:00".

c) A tournament running for 4 weeks in July, matches are played at various times. Enter the start date: "2nd July 2005", end date: "30th July 2005", leave the start and end times blank.

The Forthcoming Events calendar will convert these dates and times into plain English for the details section.

Recurrent Events

For recurrent events (events that happen multiple times and follow a regular pattern) you must be quite specific about when they occur.

Time - the the 24 hour clock to specify the start and end times.

Recurrence Pattern - First select Daily, Weekly, Monthly or Yearly from the left-hand column. As you select the specific options in the right-hand column will change. Then specify the exact pattern using the controls on the right-hand side.

Range of Recurrence - here you must specify a start date and then you can specify when the event is over e.g. after a specific number of recurrences, by a specific date or no end date.

Signing Up

Enable signing up for this event - Members can be asked to sign up for an event in advance. If you wish to enable this feature, tick the box.

If the event is recurrent, you must specify whether members should sign up to individual instances only, the whole series only or either of these.

Please note, members can only sign up to the whole series if the series ends before the end of the current season. This is because it cannot be guaranteed that the member will renew his/her membership for next season.

Registered non-members and guests are welcome at this event (in addition to current paid-up members) - Tick this box if non-members are welcome. You should ensure this is selected correctly even if the event does not require members to sign up. But if signing up is required, ticking this box will enable members to add guests' names when signing up, it will also enable non-current members (e.g. former members or new registrants) to sign up to the event. If ticked the following sentence will be added to the description "Non-members and guests are welcome at this event." but if not ticked the sentence will be "This event is for members only.".

Yes! Send me (the organizer(s)) and email each time a member signs up - Tick this box if the organizer wishes to receive an email each time a person is added or removed from the attendee list.

Minimum attendees / Maximum attendees - Enter either of these for an event only if it is important (e.g. a tennis doubles coaching course may require at least 4 attendees but not more than 8).

Closing Date for Signing Up - Enter a date here if you do not want attendees to sign up at short notice. If the date has passed they will not be able to add or remove themsleves but may contact the organizer to do it for them. Only one closing date can be set for recurrent events, even if attendees can sign up to individual instances.

Notes Field Instructions - fill this in to activate the Notes field when members sign up. If you require some information from the members when they sign up (e.g. whether they require or can offer a lift) they will need to enter it in the Notes field. The notes field is just labeled "Notes" so members will need instructions on what you require them to enter in it (e.g. "Please use the Notes field to indicate if you require or can offer a lift."). If Notes Field Instructions is left blank there will be no Notes field available when members sign up.

Description and Report

Event Description - Use this to give all other details of the event.

Event Report - Tick the box to reveal the area for your event report. Fill in details of the event afterwards. This will appear in the Past Events Calendar page. If no Report is filled in then the Event Description will appear in the Past Events Calendar.

Current Number of Images - this is displayed for information only. If you wish to associate images (e.g. photos) with this event then you must go to the Manage Event menu and click Associate Images with Event. Images will be displayed beneath the description/report in the Forthcoming and Past Events Calendars. See the link Management Tasks for This Event at the top of the editor to get to the Manage Event menu.

Click on the "Save" button at the bottom of the page to save and return to the Event Manager table. Your new or edited event will appear in the table.

- or -

Click on the "Cancel" button to cancel the event or changes to it and return to the Event Manager table or the Manage Event menu.

2. Invite Members by Email

From Event Manager click the "Manage" button for an event in the table and select "Invite Members by Email" from the Manage Event menu. You will be taken to the Send An Email page. Here the options are the same as usual (see Send An Email details) but the subject and message will be filled in for you. These can be edited before sending. You will need to decide which members to send the message to. Even if you are not the event organizer the message will say it is "From" the event organizer unless you choose to change it in the "From" field.

The subject will be the name of your event. You may wish to change it to "Event Invite: " and the name of the event.

The message body lists: date, time, description, whether guests are allowed, max. & min. attendees etc. If there is anyone already signed up they will be listed. There will be a hyperlink to the Event Sign Up Page where appropriate. The event organizer and email address is at the bottom of the message. As the message is automated it is a good idea to read through, change anything unnecessary and remove any extra line breaks before sending.

3. Contact Attendees by Email

Selecting "Contact Attendees by Email" from the Manage Event menu page does exactly the same as "Invite by Email" except that the attendees who have signed up will automatically be selected as email recipients.

4. Send Report by Email

Selecting "Send Report by Email" from the Manage Event menu page does exactly the same as as "Invite by Email" except that the email message uses the event Report rather than event Description when available. The other details are written in past-tense and their is no link to sign up. You may wish to use the Report feature to inform members of a successful event, match or to point them in the direction of some photos from the event which you have made available on the Past Events and Gallery page.

5. Add or Remove Attendees and guests from an event

Select "Add / Remove Attendees" from the Manage Event menu page takes you to the Attendee Manager page. Attendee members appear in the box on the right hand side, all other members appear in the box on the left hand side. This section features a Search box to quickly find the people you want or reduce the length of the list. Enter all or part of the name in the box then click 'Go >' to run the search. Now add the people you want from the results in the list below. Click 'X' to cancel the search. Use the "Add >" and "< Remove" buttons to move members to and from the attendee list. The event organizer would want to do this when a member who does not have internet access has indicated that he wishes to attend an event.

If guests are allowed at the event they would need to be added and associated with a particular member from the attendees box. To add a guest, select the member who is bringing the guest, wait for the page to refresh. Now type the name of the guest into the Guest Name box and click on the "Add guest >" button; the guest's name appears in the "Selected Attendee's Guests" box. You may add several guests for one member and they will all be listed in the box.

To view the guests of another member select the member from the Attendee Members box above and that member's guests will appear in the Guest box. To remove a guest first select the guest name in the Guest box and click on the "< Remove Guest" button.

If you remove an attendee member from the top right hand side box, his guests will automatically be removed also.

The Attendee Manager keeps a running total of the number of guests and displays this at the bottom of the page. You will be warned when the event is full.

Click "Save Attendees" button to save changes and return to Event Manager

- or -

Click "Cancel" button to cancel changes and return to Event Manager.

6. View and edit a list of attendees

Select "View Attendee List" from the Manage Event menu page to see the Event Attendee List page. The attendees are displayed in a table with the following columns:

Name, Notes, Paid Deposit?, Paid in Full?, Guest of, Added by, Edit (button), Delete.

Most of the columns are sortable, click column heading once to sort in ascending order and again to sort in descending order.

The purpose of this page is for the event organizer to keep track of the attendees, view their notes and tick off when they have paid for the event, where applicable. Attendees can also be deleted from this list but cannot be added to it (use the Attendee Manager page for that).

To modify the table row for an attendee click the "Edit" button and wait for the page to refresh. The Edit column now displays "Update" and "Cancel" buttons for that row. The Notes field, Paid Deposit?, and Paid in Full? fields are now enabled. Modify these fields as you wish then click "Update" to save your changes or "Cancel" to forget them; wait for the page to refresh.

To delete an attendee select the row or rows you wish to delete in the Delete column then click the "Delete" button underneath the table; wait for the page to refresh.

Underneath the table the Total number of Attendees is displayed for your convenience.

7. Associate images with an event

Select "Associate Images with Event" from the Manage Event menu page to be taken to the Event Images page. Here you are presented with the Image Selector.

The Image Selector consists of two tables know as Image Tables. The top table is a table of images already associated with this event. These images will appear in the Forthcoming Events Calendar page or Past Events Calendar and Gallery as appropriate. When you first go to the Event Images page for an event the top table will be empty indicating no images have been associated with this event.

The bottom image table lists all images available in the database (as added through the Image Manager). The table has the following columns:

Title, Filename, Category, Picture Date, Added by, Preview and Add.

To edit these fields you would need to use the Image Manager. Please see Image Manager documentation for a description of the columns in the Image Table. The images available in the bottom image table can be filtered by

Search Expression, Image Category and Picture date

use these fields to help you find the images you want. You can choose how many images to show per page using the drop-down list. Click Refresh to perform the filter.

Make your selection in the Add column then click the "Add to Event" button to transfer the selected images to the top image table.

Once you have finished making your selections click the "Back" button to return to the Event Manager. The images will now appear as thumbnails in the event calendars.

The database holds four copies of each image, these are known as the Full-size image, Preview image, Thumbnail image and Icon image. Despite the name, the Preview column shows you a copy of the Icon sized image, this is the smallest copy (unless the full-size image is smaller). Click on the icon in the table to see the full-size image, click on the full-size image to return to the Image Selector.

Can I Try Before I Buy?

Yes! There are two ways:

Try our online sandbox

A fully-functional version of myClubhouse with fictitious data for a club named Sandbox Club.

Free Trial Offer

Register your interest and then complete a Free Trial Application Form for your club. We will personally set you up with your own fully-functional copy of myClubhouse and if you have an existing membership database, we can convert it to our secure SQL Server database system for a small fee.