How to Create an Event

The Integrated Events module requires all events to be created within the Jonas Activity Management(JAM)/ Encore system which require registration. Once an event has been created in JAM/Encore, and has been marked for Web Registration, it will appear in the Manage Events section in the Online Event Calendar.

In order to create an event within Jonas Activity Management/Encore, complete the initial Setup Before Creating an Event.

Create a New Registration Event to be integrated to the website

1. Login to JAM/Encore 
2. Select Event Management tab at the top
3. Select Event List from the Tasks section
   • this will display all events created
4. Click New button (on the toolbar) or Create New Event button (at the bottom)

Event Setup window 
In this window there are Several sections to setup.

Step 1: Event Details, Date and Time - determine type of event and when it takes place
Step 2: Parameters General Tab - determine main details and restrictions for the event
Step 3: Parameters Web Tab - determine when members can register for the event from the website/mobile app(if applicable) and other options
Step 4: Facilities Tab - select location(s) the event will take place in
Step 5(Optional): Pricing Tab - define the types of registrants that are allowed to attend the event, as well as assign pricing to these registrant types
Step 6(Optional): Other Tab  - add Event Questions to the registration process
Step 7: Other Details - Determine the Stage before Saving the Event.
Step 8 (Optional): Editing Description  - Once an event is created in JAM, club can choose to add images, text and links to the description section of the event, this can be done from the website. Follow instructions under Edit Event here.  
Step 9 : Publishing the Event from the website- Once the event is published on the website then members will be able to see the events created in JAM/Encore on the website. 

 

Step 1: Event Details and Event Date & Time Sections

The Event Type and Date should be determined prior to completing the parameters for the event. The Event Type in JAM/Encore will be visible by members on the website as a Category to search events. 
Reminder Fields denoted with a * must be completed.

Event Details 

• Event Name*: name of event that will be displayed for staff and members to see in the Event Calendar
  • 50 character limit
• Event Type Group: used more for the purpose of reporting - optional to set up
  • select Not Specified if club didn't set up groups
• Event Type*: select Event Type that is set up with Registration Required format
  • This will appear as a category on the website
  • If event type is set up with Banquet/Conference Meeting format, the Parameters Tab will not be available
  • For more information on Event Types click here

Event Date & Time

The Event Date & Time section allows to identify the start/end date and time of the event.
Start Date / Time*: the start date is automatically populated based on the day you select in the calendar. The start time of the event can be configured here
End Date / Time*: set end date and time of event, reminder Web events can't be less than 30 minutes


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Step 2: Parameters - General Tab

The Parameters tab is broken into two tabs, General and Web, both should be completed for registration events created from JAM/Encore to appear on the website for members to make bookings. 

Select General tab and fill in or select from the following fields.
Reminder Fields denoted with a * must be completed.

The General tab has the following sections:

• General Parameters
• Phone/In Person Registrations
• Cancellations & Billing
• Auto Apply Pricing
• Early Bird Pricing

General Parameters

• Min Attendees:  the minimum number of attendees the event must have in order to for it to occur.
  • Leaving this value at 0 denotes no minimum limit. ​Enter the minimum number of attendees for the event
• Max Attendees*: ​ the maximum number of attendees that can attend the event.
  • This section must have a value in order to have the event sent to the web.
  • If the event has no max limit, just put a high number. Enter the maximum number of attendees for the event
• Min Registrants per booking: Enter the minimum registrants per booking/party size
• Max Registrants per booking: Enter the maximum registrants per booking/party size
  • this is the max when bookings are completed by staff directly in JAM/Encore
  • a separate number can be setup under WEB tab for max registrants when bookings are completed from website
• Restrict Attendees: 
  • Members Only - Only members can be added to the registration, add guest button will not appear on website
  • None - members and guests can be added to the booking
• Restrict Gender:
  • None - open to any gender to register
  • Male Only - ^Ex. Father and son golf tournament
  • Female Only - ^Ex. Fitness class for females
• Allow Wait List: option to put registrants on a wait list for popular events when the registration is full
  • Disabled - once the max attendee limit has been reached, no other registrants will be accepted for the event
    •  When the event is full, the Registration button on the website will disappear
  • Enabled - once the max attendee limit has been reached, registrants will be placed on a wait list
    •  When the event is full, the Registration button will be replaced with Add to Waitlist on the website 
• Max Wait: This field will be disabled unless the Allow Wait list is enabled
  • If you chose to allow a wait list, enter the maximum number of registrants for that wait list once the Max Attendee limit has been reached.
• Apply Age Restrictions: determines if an age requirement must be met in order to attend/register for the event.
  • If Age restriction applies then check the box as the minimum and maximum age fields will be grey unless the checkbox for Apply Age Restriction is enabled
  • Example: minimum age 21 for wine and cheese event 
  • Minimum Age: set the minimum age a member must be in order to attend/register for the event. 
  • Maximum Age: set the maximum age a member must be in order to attend/register for the event. 
• Identify Member Registrants*:  when registering a member for the event, this option will determine if the name of the member is required or just how many members are included in the registration(this is set up based on the Event Type selected).
  • Check box to require member name - This must be enabled to have the event sent to the web
• Identify Guest Registrants*: when registering a guest of the event, this setting will determine if the name of the guest is required or just how many guests are included in the registration. 
  • Check box to identify guest names instead of generic names such as "Client 001," "Client 002,"
• Allow Guest Name Only: this will determine if a guest can be registered for an event with just their name instead of their name and their email address.

Phone/In Person Registrations

Select the Date and Time that Phone / In Person Registrations will begin and end for the event. These settings control registrations entered in JAM/Encore by admins at the club.

• Start Date/Time*: date and time in which registration for the event will begin
  • The registration Start Date and Time must be at least 24 hours before the event Start Date and Time. 
• End Date/Time*: date and time in which the registration period for the event will end.
  • The registration End Time must be at least 1 hour before the Start Time of the event. 

Cancellation & Billing

If your event has a cancellation policy applied to it, this section is where it will be configured.

• Cancellation Date/Time*: the last possible Date and Time in which a registration can be cancelled
• Cancellation Policy: select cancellation policy to be associated with the event
  • Policies are created in Event Management > Setups > Cancellation Policy
  • Select the Cancellation Policy for the event, or leave as "Not applicable." if no policy is applicable
• Auto Charge/Bill Cancelled Reservations: if enabled, cancellations will be billed automatically

^Note: For more information on Cancellation Policies click here.

Auto Apply Pricing

If you would like to have pricing auto applied to registrations, you will need activate the following option:

• Auto Assign Pricing Based on Age: if enabled, this option will automatically assign a designated price to each registrant based on the Registrant Category their D.O.B. associates them with. Birthdays must be up to date in your A/R system in order for this option to work properly.

Early Bird Pricing

If your event will have Early Bird Pricing as an option during registration, you will need to configure the following options:

• Allow Early Bird Pricing: if enabled, each Registrant Category attached to the event will offer the option for a regular price and an Early Bird price in the Pricing Tab
• Up to Date/Time Before: if the Early Bird Pricing option has been enabled for your event, you will need to specify how many days before and up until what time a registration will be eligible for Early Bird Pricing

6. Click Save at the top of the screen

Step 3: Parameters - Web Tab

Web Tab will be accessible for clubs that have ClubHouse Online website and opted to have JAM/Encore events integrated with the website. If you do not have this option please contact support@jonasclub.com 

In order for the event to be synchronized to the website, remember to configure the Web tab with the following online-related options.

Reminder Fields denoted with a * must be completed.

• Send To Web*: must be enabled for the event to be available on your website in the Manage Events section in the Online Event Calendar.
  • if the event is only for staff to access within JAM/Encore leave this option unchecked(disabled)
• Start Date/Time*: when members can begin to register for the event online.
  • The Start Date/Time specified here must occur at the same time or after the Phone/In Person Registration Start Date/Time found on the General Tab
• End Date/Time*: when registration for the event can no longer be completed online. When the registration button disappears on website.
  • The End Date/Time specified here must occur at the same time or prior to the Phone/In Person Registration End Date/Time found on the General Tab
  • some clubs will have the End Date/Time be a day or two earlier then event date to prevent last minute registrations from website
• View Others: allow members to see other registrants who have registered for the event
• Disallow All Registration: this option will allow members to see the event on the Online Event Calendar but will prevent them from registering for the event on the website
  • this allows staff to create an event in JAM/Encore and have it display as an information only event on the website.
• Disallow Registration/Wait List only: this option will force online registrations to be added to the Wait List only
  • staff will manually review the wait list and determine who will be allowed to attend the event
• Min Registration Size: minimum registrants required in a in a single reservation when booked from the website
• Max Registration Size: maximum registrants allowed in a single reservation when booked from the website
• Web Description:(Optional) the information entered here will appear as the description of the event when viewed from the Online Event Calendar
  • most staff would leave this field empty and add text, images or links from the website when they edit the event

 

Step 4: Facilities Tab

In order to set the Location of your event, the following options are required to be configured in the Facilities tab:
Reminder Fields denoted with a * must be completed.

• Facility*: this will dictate where the event will be held and will be listed as the location of the event on your website 
  • if the facility is set up but not appearing, check the Event Type to see if the Facility was marked eligible
• Seating Style*: choose the Seating Style for the corresponding facility
• Start Date*: pre-populated by the Start Date of the event. This date must fall between the Start and End date of the event
• Start Time*: pre-populated by the Start Time of the event. This time must fall between the Start and End Time of the event
• End Date*: pre-populated by the End Date of the event.  This time must fall between Start Date for the Facility and End Date of the event
• End Time*: pre-populated by the End Time of the event. This time must fall between the Start Time of the Facility and the End Time of the event

Step 5(Optional): Pricing Tab 

Pricing is an optional tab and applicable only if the event has pricing.
Events (Registration and Information only) can be created without making any changes to the Pricing Tab.

1. Pricing Code*: Choose a Pricing Code that will represent a Registrant Category for your event. 
   • If there are no pricing codes to select make sure at least one pricing code should be set up in JAM/Encore and assigned to the Point of Sales - Sales Item setup from the Accounting System.
   • Also check to make sure that the Event Type selected has the correct Facility assigned
   • To ensure proper setup contact support@jonasclub.com for assistance.
2. Member Price*: Enter in the price a member will be charged when they are assigned the corresponding Registrant Category when they register for the event.
3. Early Bird Price: If the Early Bird option has been enabled for this event, enter in the price a member will be charged if they register within the Early Bird period.
4. Guest Price: (Optional) If guests are allowed for this event. Enter in the price a guest will be charged when they are assigned the corresponding Registrant Category when they are registered for the event.
5. Early Bird Price:(Optional) The Early Bird Column will be disabled unless the Allow Early Bird Pricing option was enabled from the Parameters - General tab
   •  If the Early Bird option has been enabled for this event, enter in the price a member/guest will be charged if they are registered within the Early Bird period.
6. Description Override: (Optional) to override the description that will appear when members click chit number to see transaction details from online statement, if override is not entered, the pricing code name will display on website
7. Seating/Facility*: Under the Eligible column, select the Facility in which the Pricing Code will be associated with
8. Click on the Add(green circle with white plus sign) button
   • the description override and price will appear on the right
9. If you would like to associate additional pricing codes with the event, repeat steps 1 - 7
10. If there is more than one pricing code added, select the primary option to be selected by default during the registration process by clicking on the light bulb. The pricing code row with the yellow light bulb will be the default selected. 

 

Step 6(Optional): Other Tab

Option to create Event Questions - add Event Questions to the registration process

Registrant Questions can be added to your event by configuring the Extra Info tab. The questions created here will apply to each registrant listed in a registration.

In order to create a Registrant Question, follow these steps:

1. Click Open Extra Info tab, select the Registrant Extra Info tab
2. Under the Description field, enter in the question you wish to ask registrants
3. Under the Type field, select one of the following options to denote the type of question you are asking:
   • Text: will provide registrants with a simple text box to answer the question within
   • Numeric: will require registrants to state a numerical answer to the question
   • Check Box: will provide registrants with a box to check off in order to respond to your question
   • List: will provide registrants a list of answers to choose from
   • Date: will provide registrants a calendar option to select a date as their response to your question
   • Time: will provide registrants a time entry format from which they can respond to your question

4. If you have chosen either the Text or Numeric option as your Type of question, you will need to specify the maximum character Length an answer is permitted
5. Select if the question will be Active for registrations or not
6. Select if the question will be Mandatory for all registrations or optional

Registrant Questions can pre-defined by adding them to a specific Event Type. For more information on setting these up in the Event Types please contact support@jonasclub.com 

Step 7: Other Details

Once the details have been filled in a Stage is selected before Saving the event.

• ​The stages are named differently for each club as this is a setting set by the club. 
• Ensure that the stage is set to something like Open for Booking, Open
• It should not be set to Cancelled as this may mean that the event is not open for registration.

Step 8 (Optional): Editing Description 

Once the event is saved in JAM , admin can choose to add images , links as well to the description of the event. However this can be done only from the website;

• Admins can login to the CHO site and access Club Central>Event Management> Manage Events 
• Follow instructions under Edit Event Details to add more text, images or links in the description section. 

Step 9: Publish/Unpublish the Event. 

To ensure that members can see the event on the live site, admin needs to publish an event. Instructions to publish an event can be followed under Publish/Unpublish Event Section. 

Once an Event has been published, a member could register for an event from the website. Admins should register Member/ Guests for an event directly in JAM/Encore.

For more details and instructions on creating an event from JAM/Encore