Support & Training

Reference Guide - Event Calendar

The information provided is a reference to the material that was covered in the Clubhouse Online e3 Calendar webinar.

The page also contains some additional tips that were discussed during the webinar.

The easiest way to access the Support Portal is by way of the orange e3 Help button at the top right of the Club Central (the administrative portion of the website). Clicking on the e3 Help button will open the support site in a new window.

Note:If the pop-up blocker is enabled on the browser, it will block the help site from opening. Please Allow the pop-up to open the site, then re-click the orange e3 Help button.

Accessing Event Management

Logging in

The Event Management Module allows the Members to register for events online. Members would have to login into the site and register for events. To access the Event Management Module:

  1. Login into the site as an Administrator
  2. Click Switch to Club Central
  3. Click Event Management
 

 

Creating an Event

Create an Event

Note: If you are creating events in the Event Management module for the first time, Categories, Locations and Registrant Categories must be created prior to creating an event. Creating Cancellation Policy is optional.

To create a new event click on Create Event.

General Information

Enter the following details for the event:
  • Name: Enter the Name of the Event
  • Category: Indicate which category this event will belong too
  • Location: Indicate at which location this event will be held
  • Description: Insert the description for this event (clicking on the white box will open the Content Editor)
  • Date and Time: Select the date and time for this event
  • Recurrence: Set up a recurrence for this event (if applicable)
  • Restrictions:
    • Age Restriction: Set up the minimum and/or maximum age restriction (if applicable)
    • Guest Restriction: Set up a restriction to disallow guests from being included in the booking (if applicable) 
    • Gender Restricions: Set up a restriction to mark the event as either Male Only or Female only (if applicable)
  • Other Settings:
    • Hide from Calendar at a Glance: Enabling this option will hide the event from appearing on the Calendar at a Glance webpart (optional)
    • Allow Public Users to View this Event: Enabling this option will mark the event to appear on the Public Event Management module if the club has the module enabled (optional)
      • Non Members will not be able to register for any events that are displayed on the Public Event Management module
      • Please contact the Web Support Team to enable the Public Event Management module
  • If the event does not require registration click on Save & Publish to have the event appear on the calendar.
 

Registration and Pricing

Registraiton and Pricing tab allows the Administrators to select one of the following options for the event:
  • Registration and Pricing: Select this to enter the registration and pricing information for the event
  • Registration Only: Select this to enter the registration information for the event
  • Pricing Only: Select this to enter the pricing information. Registrations are not required for this type of event

Registration Types

After selecting either Registration and Pricing or Registraion Only select the Registration Type for the event. A Pricing Only event does not require a Registration Type. There are 3 different Registration Types:
  • Quick: Members only need to specify a headcount for how many people are in the party
  • Detailed: Members have to provide the name of each person in their party
  • Hybrid: Members can either enter the names of the people in their party, provide the number of people in their party, or a combination of both

Registration Window

  • Starts: Sets the start time for the Registration window
  • Ends: Sets the end time for the Registration window

Capacity Limits

  • Event Attendance Limit: Controls the Maximum Attendance for an event. Depends on the room capacity or event popularity
  • Booking Attendance Limit: Controls the Maximum number of people in a booking party
  • Minimum Booking Attendance Limit: Controls the Minimum number of people in a booking party

Questions

  • Booking Questions: Set up Booking Questions. This question type will be applied to the entire party
  • Individual Questions: Set up Individual Questions. This question will be asked for each named person in the booking

Registrant Category

  • Age Applied: Use this for events where registration and/or pricing is dependant on the age of the registrant
  • Member Selected: Use this for events where registration and/or pricing is dependant on the member category of the registrant

Options

  • View Other Attendees: This option enables the Others Attending tab in the Event View window. Allows the members to see who else has registered for this event
  • Allow Wait List: This options enables members to add themselves to a Wait List if an event has reached its Attendance Limit
  • Allow Guests: This option will dictate if Members are able to add Guests to their bookings
  • Cancellation Policy: This option will allow an Administrator to select a Cancellation Policy to apply to the event

Notification

  • Notify Member: This option will send out an email notification to the member when the following action occur:
    • A Member registers for an event, edits their booking or cancels their booking
  • Notify Club: This option will send out an email notification to the specified email address when the following action occur:
    • A Member registers for an event, edits their booking or cancels their booking
  • Sender's Email: Will appear as the From Email address for email notification. This will override the default From Email Address

Publising an Event

  • After the Regisration and/or Pricing information has been set up, click on Save & Publish to have the event appear on the calendar

Editing the Email Notification

If registration is enabled for an event, the Email Notification tab will allow the administrator to edit the default Email Header Banner and Email Footer Banner.

To update the Header or the Footer Banner:
  1. Click on the check box for Use custom Header Banner or Use custom Footer Banner
  2. Click the editable content area
  3. Edit the content as necessary
  4. Click Close
  5. Click Save

Categories

Creating a Category

Each new event created by the club requires an event category. Example categories can include Dining, Golf, Tennis, etc. To create a new Category:

  1. Click on Categories
  2. Click New Category
  3. ​Enter the name of the category
  4. Select a default color for the category (optional)
  5. Set the category as default (optional)
  6. Click Save

Deleting/Disabling Categories

Note:  If a category has been used for an event, it will be marked as In use under the Action column and cannot be deleted. These categories can only be Disabled.
 

Delete a Category >>

  1. Click on the Red x under the Action column for the category to be deleted
  2. Click Save

Disable a Category >>

  1. Click the check box under the Disable column for the category to be disabled
  2. Click Save

Locations

Creating Locations

Each new event created by the club requires an event location. Example locations can include Dining Room, Golf Course, Tennis Court, etc. To create a new Location:

  1. Click on Locations
  2. Click New Location
  3. ​Enter the name of the location
  4. Set the location as default (optional)
  5. Click Save

Deleting/Disabling a Location

Note:  If a location has been used for an event, it will be marked as In use under the Action column and cannot be deleted. Those locations can only be Disabled.
 

Delete a Location >>

  1. Click on the Red x under the Action column for the location to be deleted
  2. Click Save

Disable a Location >>

  1. Click the check box under the Disable column for the location to be disabled
  2. Click Save

Registrant Categories

Age Applied

Note: For details on how to create Age Applied categories, please see our How to Create Registrant Cateogies section.

Any categories created in the Age Applied Category section will have an age range associated with it. When members are completing their registration, they will select the appropriate age category for themselves and other participants in their party.
 

Creating an Age Applied Category >>

  1. Click Registrant Categories
  2. Click +New Category
  3. Enter the category name
    • The category name must be unique throughout both Age Applied and Member Selected categories and cannot be repeated
  4. Select the Max Age
    • The Max Age has to be unique and cannot be repeated
  5. Click Green Check Mark to save

Delete/Disable an Age Applied Category >>

Note: If a category has been used for an event, it cannot be deleted. Those categories can only be Disabled.
 
To Delete a category:
  1. Click the Red X
  2. Click OK in the delete prompt window

To Disable a category:
  • Click the Disable icon

Member Selected

Note: For details on how to create Member Selected categories, please see our How to Create Registrant Cateogies section.

Any categories created in the Member Selected Category section will have not have an age range associated with it. When members are completing thier registrations, they will select the appropriate member selected category for themselves and other participants in their party.

 

Creating a Member Selected Category >>

  1. Click Registrant Categories
  2. Click +New Category
  3. Enter the category name
    • The category name must be unique throughout both Age Applied and Member Selected categories and cannot be repeated
  4. Click the Green Check Mark to save

Delete/Disable a Member Selected Category >>

Note: If a category has been used for an event, cannot be deleted. Those categories can only be Disabled.
 
To Delete a category:
  1. Click the Red X
  2. Click OK in the delete prompt window

To Disable a category:
  • Click on the Disable icon

Cancellation Policies

Creating a Cancellation Policy

Cancellation policies can be set up and applied to events on a as needed basis. There are two types of criteria that can be applied to a cancellation policy.
 
Note: The two criteria can be combined together for a cancellation policy that will use both a Cancellation End Date and a Cancellation Window. For Example: A member can cancel their registration 2 days prior to the start of the event, however any cancellations made fewer than 5 days prior to the start of the event will incur a $10 flat fee penalty. Both criteria do not to be enabled to create a cancellation policy.

Cancellation End Date >>

This type of policy allows the member to cancel their booking x number of days before the start of the event.

To create a new policy:
  1. Click on Cancellation Policies
  2. Click New Policy
  3. Enter the name of the policy
  4. Click the Enable check box for Cancellation End Date
  5. Set the number of days and time before the start of the event that cancellations will be accepted until
  6. Click Save
Note: Preview will define the parameters of the cancellation policy.

Cancellation Window >>

This type of policy will indicate that a fee will be applied to a member in either a dollar amount or a percentage of the registration fee if the registraiton is cancellaed fewer than x number of days before the start of the event.

To create a new policy:
  1. Click on Cancellation Policies
  2. Click New Policy
  3. Enter the name of the policy
  4. Click the Enable check box for Cancellation Window
  5. Set the number of days and time before the start of the event that a fee will be applied
  6. Set the dollar amount or the percentage that the members will be charged for cancelling
  7. Click Save
Note: Preview will define the parameters of the cancellation policy.

Manage Events

Manage Events Tab Overview

The Manage Events tab will display all the events created in the Event Management Module.

Event Table

  • Event Name: Name of the event
  • Event Date: Date of the event
  • Event Time: Time of the event
  • Total Att.: Number of participants already registered for the event
  • Max Att.: Maximum attendance limit for the event
  • Wait List: Number of participants on the wait list
  • Registration: Will indicate whether the event registration is open or closed or if the event has gone to wait list
  • Last Modified On: Will indicate the last time this event was modified
  • Last Modified By: Will indicate who last modified this event

The Manage Event tab allows the administrators to do the following:

Search for Events >>

To search for events that meet certain criteria, use the applicable filter(s) below:
  • Type of Event: ​​Can search for Upcoming Events, Past Events, All Events or Deleted Events
  • Only Show Registration Events: Can select to display only events that require registration
  • Event Name: Can search by the name of an event
  • Date Range: Can search for an event using a date range
  • Category: Can search for an event based on the event category
Click Search to view events based on the filter citeria that has been applied. Reset will remove the applied filters.

Edit Event Details >>

To edit details of an event:
  1. Click the Edit Event icon (Green Pencil) beside the event to be edited
    • If the event is part of a recurrence, administrators can:
      • Edit the single event, which will remove it from the recurrence
      • Edit the entire series
    • If the event has registrations, an administrator will have to delete the registrants before editing the event
  2. Update/edit the event details
  3. Click Save & Publish

Register a Member >>

To register a member for an event:
  1. Click on the Add Registration icon (Green Plus Sign)
  2. Enter the member details
  3. If applicable, enter the following information:
    • Add additional participants to the booking
    • Add booking notes
    • Answer booking and/or individual question
  4. Click the Register button

View Booking Reports >>

To view the booking report:
  1. Click the Booking Report icon (Paper)
  2. The Registration Report will display all members who have registered for the event or are on a wait list
    • To view any cancellations, checkmark the Cancelled Filter
  3. Click Export to download the Registration Report
    • Before exporting a report, it can be customized to exclude columns that are not needed by unchecking the applicable boxes under Columns to Export

Unpublish/Publish an Event >>

To unpublish an event and hide it from the online calendar:
  1. Click the Hide Event icon (Globe with a red arrow pointing down)
  2. Click Yes in the Unpublish Event window
    • If unpublishing a recurring event, all the recurrences will be hidden from the online calendar

To publish an event and have it appear on the online calendar:
  1. Click the Publish Event icon (Globe with a green arrow pointing up)
  2. Click Yes in the Publish Event window
    • If publishing a recurring event, all the recurrences will be published and be visible on the online calendar

Obtain a Link for the Event >>

To obtain the link for the event:
  1. Click the Event Link icon (Chain Link)
  2. Highlight and copy the event link
  3. Insert the link on the website or in an email correspondence to members

Wait List

Managing the Wait List

If the Wait List option was enabled for an event, and the event has reached its attendance limit, members will be able to add themselves to the wait list for the event.

Administrators have the ability and the access rights to manage the wait list in the Event Management Module. In the Manage Event tab, any event that has reached its attendance limit will have Wait List indicated in the Registration column.

If a member cancels their registraion, an administrator will have to access the Event Management Module and manage the wait list. To manage the wait list:
  1. Click on the number of attendees in the Wait List column
  2. In the Manage Event Registration window click the Add to Booking button to move the member from the Wait List to the booking
  1. Repeat step 2 until the wait list is empty or there are no more spots available in the booking
  2. Close the Manage Event Registration window
  3. If the event has not reached the Maximum Attendees limit after moving all the members over from the wait list to the registered list, click Open in the Registration column; this will re-open the registration for members
Note:As a best practice, DO NOT click the Open registration button before members have been moved from the wait list to the registered list, as doing that will allow other members to register for the event before the Wait Listed members have been moved from the wait list to the registered list.