Website - Getting Started

Overview

Video

This video provides an overview of how to use the - Calendar & Event Manager.

Note: Sections of the video have been referenced below with corresponding times in the video for ease of access

Content

Calendar Views

The calendar offers several views for Members.  Understanding how the views look, as well as how and where the views are populated is critical to determining how the Calendar can best serve your Club.  This section provide an overview of the various available Calendar views that may be implemented on your Website.

Quickview

Most typically, this type of Calendar view is located on the member home page via the Calendar Plug-in. This view may also be used on any content page throughout the website. It will show the next X number of events over X number of days. Setting up the parameters and design of this view is managed by Clubessential based on information you provide. Events will dynamically populate this view based on the associated Filter. All events visible in the quick view need to be added via the Calendar - Full View.

 Full View

This is the full view of the Calendar, and can be set to show day, week, month, year, or list view. It is most common to show this as month view; however, members may change their view manually on the site if desired.  This view houses the Event Creation tools which will be discussed in the next section.

 Event View

This is the detailed view of each event, and is the view Members will see once they click on the Event from the Full View, or from the Quickview.  Here, dates and detailed times of the event are listed, along with a Register button if the event is one a member can register for.  Additional info, such as text and imagery can be added; or use of an Event Flyer may also be added.

 Events

Event Types

There are three types of events, which can be added using two buttons on the Calendar.

 Single Day Event: one time event, such as Valentine’s Day or Mother’s Day. The Attendee only needs to come to the single event once.

 Multi-Day Event: occurs over a period of time such as camps or tournaments. The Attendee must come to every day of the event, but only signs up once for this event.

Recurring Event: single day event that recurs, such as a Wednesday night dinner special; or even a recurring monthly event like Movie Night. The attendee is required to sign up for each event individually, but the same parameters for the event recur.

Adding an Event

Accessing the Toolset

Navigate to the Full View of the calendar, which is usually located in the main navigation.

If the website does not have a link to the Full View calendar in the navigation, you can access the calendar in different ways depending on your access role.

Admins: Hover over Admin bar in the left hand corner of the screen, select Week | Month | Year.

Editors: Hover over Admin in the main navigation, select Main Tools, and then Calendar.

Click the Add Single Day Event Button in the calendar interface.

This will launch the Add Event Interface to begin adding criteria for the event.

Step 1 - Event Details - Basic

To set up an Event, begin by completing the basic event details contained on this screen.

 Name: this is the title of the event and will show on the full calendar or on the calendar Quickview as the Event Title.

(Example of how the Event Title field displays on the Full View)

Event Color: you may select a color to set as the Event Color. This will change the color of the title on the full calendar view. 

Event Summary: this will show on the calendar quick view. This is intended for a quick description of the event. Detailed information will be added in a later option.

(Example of how the Event Summary field displays on the Event Detail View)

Event Status:

• • Published: if this is selected, the event will post immediately.
    
  
  
  • Unpublished: is used to prepare the event for the calendar, but it is not visible to members. This will only allow it to be viewed by Administrators.
    
  • Hidden Registration: this posts the event, but the club will use the Event Manager to capture attendees rather than members registering via the calendar.
    
    

Title Position: determines the location of the Event Title on the page. This may be placed above or below the flyer.

Clickable Event: by default, this is always checked. This will allow members to click the Event Title for more information on the event. This must be kept checked if the event is one that a member may register for. Uses for a non-clickable event may be for a calendar notification such as: Club Closed on Mondays.

Allow Public View: To make the event visible to the Public (rather than just the Private Member side), click this option.

Allow Members to Email Event: To allow Members to send an email to the Event.  When checked, option will display for Members to email link to Event from Event detail view.

Categories: Check the appropriate boxes/filters to designate where the event will distribute through the website. For instance, if you’re using a Golf Calendar under the golf section - clicking the Golf Calendar filter will allow this to populate on the Golf Calendar. An Interest Area must be chosen in order to save and continue.  Check Select All option to place event in all categories.

Time and Date of the Event: Moving to the top right of the Event Detail screen, we can then designate the time and date of the event.

Set Time: If applicable, designate whether the Event is an All day Event, or if it Has an End Time (in addition to a start time).

For Events that have a specific Start Time (and End Time), designate the time(s) as follows.

Set Date: Click on day of Calendar to specify date of the event.  (Note: Use arrows next to Month to navigate forward or backward.)

Next, click Save and Continue to continue setting up the event.

Step 2 - Additional Event Options/Registration

Once Save and Continue is selected, the following changes are noticeable:

1. New options are now available at the bottom of the screen to continue setting up the event including: Edit Event Flyer, Add New (Event) Time, Save as New, and Save (was previously Save and Continue).
2. A new feature, Clone this Event, is available on the current tab.
3. A new tab, Registration is also now available.

In this section, we will cover these additional details.

Additional Event Options

Edit Event Flyer - Add a Flyer to Your Event

An Event Flyer is a great marketing opportunity for events. The Event Flyer is managed via the Editor, which allows for flexibility and ease of use. Here you may add text and imagery to enhance your marketing efforts for the event while offering detailed information on the event.

To add an Event Flyer to your Event, click Edit Event Flyer.

The Editor interface will launch.

Templates may be used (and are the easiest way) to create a flyer.  To utilize a Template, choose, Insert, Template, and then select your desired template Type.

• If you have an event flyer created in another offline source, such as PDF or Word Doc, simply save as a Jpeg and upload to the Image Explorer. Insert as an image from the Image Explorer.
• Create your own message using plain text and imagery, just as you would throughout the website.

Below is how the Event Flyer will appear in the Event Details for your membership.

Add New Time - Create Multiple Seatings

For events that have multiple seatings or start times (such as an Easter Brunch that takes place from 11am-2pm, but attendees must choose to show up at separate event times: 11am, Noon, and 1pm for instance), use the Add New Time option to add additional event times to the event.

To add an additional time to the event, click Add New Time.

Then, click the Time Picker to select the additional time to be added. Click Add New Time once the new time has been selected.

Save as New - Copy the Event

The Save as New option copies the original event but does not link the event, so changes in the original event will not be changed if changes occur in the save as new event.  This option is useful when creating a new event that is similar to a previously established event.

Save

The Save option saves the event at the current moment in time, and allows you to continue editing the Event.

Clone This Event - Create a Recurring Event

The Clone This Event to Create a Linked Group of Events allows you to set up recurring events. From here, you may add additional event days. All event information will be carried over to each new event day. These are still Single Day Events where attendees must sign up for each event individually.

First, click the Clone This Event to Create a Linked Group of Events.

This will then launch the calendar picker. Click dates to add to the date interface. Once all dates are added, click Save Event Dates.

Registration Tab

The Calendar allows for online registration for attendees. This works seamlessly alongside the Event Manager, so that all event management can be done on your Clubessential website. Online Registration is convenient and easy for members who can register at any time of day without assistance from the Club.

Note: for Recurring Events, this screen will have an additional option where you can specify whether you would like to Edit This Event Only, or Edit All Event Dates.  

Once the Allow Online Registration option has been checked, the Registration Setup, Email Notification, Custom Questions - Optional, and Event Options sections appear for editing.

Registration Setup

The Registration Position changes where the Registration Button will be placed in the event details. The button may be placed above the event flyer, below the event flyer, or both above and below the event flyer. Use the drop down to choose between Above Flyer, Below Flyer, or Both.

Max Number of People sets how many registrations are available for the event. (example 100 total attendees).

Max Party Size sets the max number of people allowed in a party registration (example: 5 people max per party).

Reservations Begins sets the day and the time that a person may sign up for an event.

Click the Date Picker to select a day.

Click the Time Picker to select a time.

Reservations Ends sets the day and the time that reservations must be made by before registration closes. Use the date and time picker options previously demonstrated to select options.

Cancellation Cutoff: sets the day that cancellations may no longer made. This will also use the date and time picker to select options Note: some clubs prefer to post a cancellation policy rather than using this method.

Allow Registration After Event Starts: allows users to sign up while the event is occurring.

Allow Party Size Change After Cutoff: enables attendees to alter their party size at any time.

Custom Confirmation Page: allows for custom notification (simple message with text pop-up) once the attendee registers.

First, click edit. Add the desired verbiage, and click save in the editor to update.

Email Notification

The Email Notification Field must be populated to save and continue. This email will receive notifications when attendees register, change registration, or cancel their registration.

Custom Questions

The Custom Questions - Optional section allows for up to 5 custom questions that may be used for specific needs for event.  Examples include special seating arrangements, dietary restrictions, etc.  Questions may be designated as required by clicking the Question # Required field, or can be optionally answered by leaving these fields blank.

Event Options

Additional parameters may be specified in the Event Options section.

• Enable Wait List: if the event if full, this will allow members to be added to a wait list.

• The wait list must be manually managed via the Event Manager. Managing the wait list will be covered in detail in the Event Manager section.

• Show Registered Member List to Members: allows members to see other members who are attending.

• Allow Proxy: member make reservations for other people, but the original member making the registration does not necessarily need to attend.

• Default to Proxy: every reservation made will be by proxy if this is enabled. Most frequently used for children’s camps where the guardian is enrolling a child.

• Allow Spouse, Children, Guest: allows an attendee to register for others that may include a spouse, child, or guest.

• Allow TBA: a member may hold a reservation without the club knowing who the other attendee is. 

Save Registration

Once complete, click Save Registration Settings to finalize the registration tab.

Step 3 - Final Event Details - Billing and Notification Tabs

Once Save Registration Settings is selected, two new additional tabs appear.

1. Billing Tab: Used by Clients also using Clubessential’s Office Product.  (Will not be covered in this document - for more information, please refer to Unification - Events found within the Clubessential Knowledge Base.)

2. Notification Tab: Used to create notifications for Events.

Notification Tab - Creating Notifications for Events

Notifications (in the form of email) may be added for attendees and administrators of the event, so that when certain actions relative to the event occur (registration is received, registration is updated, registration is cancelled, etc), an email notification is sent.

Click the Notifications tab to access notifications.

There are two types of notifications (1) Default, and (2) Custom.  Default Notifications are listed on this tab, and contain standard language for use.  When, enabled, these notifications will be utilized without need for intervention.

While customization of the default notifications is not required, Custom notifications may be helpful, for they allow for additional registration or cancellation information to be included, and also offer an opportunity to Cross Market other events.

There are four types of default notifications that may be customized:

• • • Received

    • Changed

    • Cancelled

    • Wait List

To customize a notification, click the type of notification to edit.

Edit Default Event Notifications by opening the Click to Edit to open the legacy editor. Select CLICK TO EDIT - NEW to utilize the new editor.

Each Notification will open the Editor where the message may be customized using snippets and text. Save in the editor once complete.

Last, click Create Notification (the first time) or Update Notification subsequent times) to save in the Notifications tab. 

Step 4 - Save and Close Event

Once all information has been populated for the event, navigate to the Event Detail tab, and click Save and Close.

Editing Global Notifications

Only Admins are able to access Site Notifications. Hover over Admin in the left-hand corner of the screen, click on Site Notifications.

Click on the Edit box next to Edit Default Notifications.

Click Registration Received to edit Global Registration Received Notifications.

Edit Default Event Notifications by opening the Click to Edit to open the legacy editor. Select CLICK TO EDIT - NEW to utilize the new editor.

This will open the Editor, with the Default Notifications. Delete the default and type your own, or Add additional content to the Default Notification.

This editor works just like the Editor used throughout the website. You may add plain text, imagery, and hyperlinks. 

It is recommended to use Snippets to personalize messages.

 Snippet Examples:

• • ##MEMNAME## : this will add the member’s name to the notification

  • ##EVENTTITLE##: this will add the event title name to the notification

Click Save once you’ve added your desired content.

Click Update Notification for the custom notification to update.

Event Manager

The Event Manager allows for management of events that members can register for.  Here, you may email event attendees, manage registrations and the wait list. Information on attendees may also be exported for further management offline. The Event Manager allows for one point of entry for all registrations, so there is no need to keep a separate book for registration details.

Only Admins may access the Event Manager by hovering over Admin in the left hand corner of the screen > Event Manager.

This will launch the Event Manager interface.  The Event Manager provides a list of all upcoming events.

Event Details

Event details allows action on each event and communication with registrants.

Click on the Event Title in the Event Manager to perform actions on a particular event.

This will launch the Event Details for that particular event.

The top toolbar offer various tools for interacting with the event:

• Edit Event: goes back to the calendar interface so event details may be edited.

• Event Notifications: opens the Event Notifications to edit or add custom notifications. Same interface that is used when first setting up the event and using the Notifications Tab.

• View Event: shows the event in the calendar

• Email Registrants: allows direct communication with registrants via email.

• Send Voice Message: this is an add-on service for an additional fee. This is mostly used for cases of emergency.

• Print: prints Event Details page

Registration Menu Bar: allows additions of registration by administrators. Admins may make registrations for club members directly by using this tool.

• Add Registration: register Member(s) for an Event

• Export Reservation Listing: export the listing to a CSV file which shows: registrants, attendees, and notes by registrant. One row for each registration received, listed by registration owner.

• Export Attendee Listing: export the listing to a CSV file which shows: each attendee on a row. You may add which fields show on this export.

• Export Guests: export the listing of Guests to a CSV file.

• Add Attendees to Group: manually add attendees to the event.

• View in Custom Report: launches the export interface, but allows you to choose fields to export.

• View: may choose which information is shown in the Event Manager for: active, cancelled and Wait List.

• Show More Info: displays notes entered by the member or the admin.

• Click Here to Perform Actions: allows the admin to change the reservation. This is used to move registrants from the wait list to active, or to cancel a reservation.

• Search by Name, Email, or Mem#: search for existing reservations by Name, Email, or Member number.

Add Registration: Help Member(s) Register for an Event

In the event a Member calls in or stops by, and would like help registering for an Event, utilize the Event Manager to help get them registered for the event.

First, scroll to find the appropriate event.  Then, click on the Event to launch the Admin Registration window.  

Next, click Add Registration to launch the Registration screen.

Begin by designating Party Size.  For this example, let’s assume the party size is two, and that the member will be bringing their spouse.  

Next, select Member(s) from the right side of the screen by double-clicking on them.  

Click +spouse to indicate Member will be bringing their spouse.  Note that Child, or Guest could also be clicked to populate second attendee.

Once attendees have been specified, populate additional fields, such as Registration Owner Email and preferred Table Number if appropriate.  If email address is already on file in Member’s profile, email will auto-populate.

Once complete, click, Save Registration at the bottom of the screen.

Registration will then appear in the Event details.

Managing the Wait List

The Wait List can easily be managed within the Event Manager. Once attendees cancel their reservation and spaces are available, click the event title to view the Event Details. From here, we can manage moving those on the Wait List to an active registration.

Click the dropdown on the View Interface, and change to Wait List. This will show all members on the current Wait List.

Check the box next to the member’s name.

Next, click the Click here to Perform Actions link > Make Selected Reservations Active. This will then allow the member to be on the active registration list. Note: you will need to email the wait listed attendee to notify that they are now on active reservation.

FAQs

Q: I need to create a recurring event, but the event I have created lists all days on the single event.

A: You have probably created a Multi-Day Event by which attendees must attend to ALL event days / times. Instead, create a Single Day Event and add information for the first event. Once you save to continue, the Clone Linked Events option will appear where you may add additional days for the event to occur on.

Best Practices

1. Using online registration and the Event Manager is an easy way to keep all reservation information in one place. There is no need for offline management when using the system in place on the website. It is also easy to communicate with attendees by using the blast email system on the website.
   
   
2. If an event is a recurring event, remember to use the Single Day Event but make this a Cloned Linked Group of Events. If the event is added as a Multi-Day Event, then the attendee must go to ALL events.
   
   
3. Please Note: Cloning an event will create a series of single-day recurring events on the days selected from the calendar. When an event is Cloned, Members can then register for each event that fits their schedule individually, instead of being automatically signed up for every occurrence of the event.
   
   
4. Customizing notifications on events is a great place to add cross-marketing. This also allows for notifications to be customizable using Snippets or to add additional information that attendees may need to know.

Downloadable Guide

Calendar & Event Manager Guide

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