Online Calendar Integrated with Event Management vs Online Calendar Only

This document outlines two different calendar options within ClubHouse Online. Only one option can be configured and utilized.

• The first option is having the online calendar integrated with Event Management through Jonas Activity Management or Encore. This is referred to as Integrated Events. All registration details are captured via online registration and automatically synchronized with the Event Management module in the club’s Jonas Activity Management or Encore System. This will ensure that your event goes off without a hitch.
• The second option is to utilize the Online Calendar only where all reservations and reporting are captured and reviewed within ClubHouse Online.

 

Integrated to Jonas Activity Management or Encore

  I.  The main advantage of being integrated is billing.

• It makes billing the registrants much easier

  • It reduces the steps and time required to bill the registrants, this is particularly handy for events with a large number registrants
    • i.e. the club can bill all registrants in one step (or batch) or automatically open chits for all registrants and then bill after the event.
  • Jonas Activity Management or Encore allows you to “Check In” registrants (or mark as a “No Show”) making it easier to track who attended the event
  • The club also has the ability to auto-charge for late registration cancelations
  • Using Activity Management for Events ensures that your facilities do not get double booked

  II.  Once integrated you can still create "Web Only Events" but…

• Only Events "without" Registration can be created online
• ​All Categories and Locations listed would be identical to what exists in Jonas Activity Management or Encore.

 

Online Only

  I.  Advantages of Online Only (over being Integrated):

• More Types of Registration
  • Detailed:  All Registrants must be Named (Members are added via a Member Lookup and Guests must have a First and Last Name (email address is optional).
  • Quick: A member can register and only indicate the number of Members and Guests that will be accompanying them.
  • Hybrid: A combination of the Detailed and Quick Registration Types.  

• Recurring Events (I.e. Weekly Events) are easier to manage

  • Whether it’s a weekly, monthly or annual event, the Online Calendar allows you to edit all of the recurring events at “once”
  • Recurring Events can also be edited individually if desired.
  • All Event Descriptions can be can be edited simultaneously or individually.

    II.  Impact of NOT being Integrated (Online Only Calendar)   

• Billing: The online Booking Report will need to be download and then bill the members manually one by one
• ​All registrations are managed online
• When a phone or walk-in reservation is taken, it must be entered by an Event Administrator on the website in order to be able to manage registrations.
• Event Management is dependent on an Internet connection at all times

Member Experience

The Member Experience: is more or less the same. 

• The main difference to a Member is once Integrated there is ONLY DETAILED REGISTRATION available, there are no other registration types.

 

Moving from Online Only to Integrated Events

Please note the following if you proceed with utilizing Integrated Events in lieu of Online Calendar.
 

1. Events with registrations created via the Clubhouse Online Calendar will be removed once the integration to Jonas Activity Management or Encore has been completed. All Events and their associated registrations that were created in Jonas Activity Management or Encore, and configured to be sent to web will be synchronized with the Clubhouse Online Event Calendar. 
   • The club will have to recreate all events with registration in Jonas Activity Management/Encore (if they are not done already)
   • If there are members registered for the events online, the club will need to export the list and register them within Jonas Activity Management/Encore 
2. Once the Clubhouse Online Calendar has been integrated with Jonas Activity Management or Encore, the event categories that were created online will be disabled or deleted, with the exception of 1 category. Event types manually created in Jonas Activity Management/Encore may appear to be duplicated within the Categories tab, but the disabled categories will not appear on the calendar filter. 
3. Once the Calendar has been integrated with Jonas Activity Management or Encore, only Members will be able to Register Online. 
   • For Club Admins taking phone calls and walk-in reservations, those must be entered in Jonas Activity Management or Encore directly. 
4. Installation and training will be scheduled at the same time, as the installation switches the calendar as noted above. If the club is not ready, do not proceed with scheduling the installation.  

Acknowledgment to proceed with the project

If the club is moving from utilizing the Online Calendar to Integrated Events, once registerable events have been deleted, they cannot be restored. Please recreate all online calendar events with registration within Event Management. By uploading the file and submitting the information below, the club understands how Integrated Events work and thereby giving us permission to proceed with Integrated Events.

If the club is not currently using the Online Calendar and adding Integrated Events, by uploading the file and submitting the information below, the club understands how Integrated Events work and are thereby giving us permission to proceed with Integrated Events.
 

Pricing codes must be set up by the club in order for the product installer to create and test events during the installation.

How to obtain a screenshot of Price Codes

1. Event Management > Setups > Pricing codes
2. Must have a “Registration Fee POS Item” selected