How to Configure Online Settings

The Configuration section of Event Management will allow Administrators to set the global options for all the events that will be created. These settings can be updated at any time by any user who has administrator access at the club.

1. Login to website
2. Access the Event Management module from within Club Central
3. Select Configuration from left hand navigation
4. General Tab 
5. Configure options in the General Tab, that is broken down into these sub-sections.
   • Wait List Configuration
   • Default Settings
   • Help 
   • Manage Events
   • Show in Calendar
   • Registration Options
   • Filters
6. Email Notification Tab

Wait List Configuration

• Always Make First Member Responsible
  • Checked: First member added to the booking will be made responsible for any fees applicable for the event
  • Unchecked: Member making the booking will be set as responsible 
• Wait list Notification - inform someone at club that event is now in wait list mode.
• Email(s) - enter email address of staff to be notified event is in wait list mode

Default Settings

• Sender's Email
  • ​For member registration events that originate from JAM/Encore Events it is highly recommended that the email notifications be setup in JAM/Encore Events instead of from the website. 
  • If the Notify Members option is selected on this Configuration section or within an individual event in the edit section
    • The email address entered here will appear as the 'From Address' on all email notifications received by registrants of an event
    • If left blank and Notify Member is enabled the email it will send from NoReply@clubhouseonline-e3.com
  • ​The Sender's email could be edited for individual events, this is just the default for all events
  • If Email notifications are enabled from JAM/Encore Events and on the website, members will get two email notifications for each registration, edit or cancellation​
  • Recommend this be left blank as emails should be set up from JAM/Encore Events Settings

• View Others
  • For integrated events this is controlled from JAM/Encore events in the Web tab. 
  • This can be enabled or disabled for an individual event from the website Event Management > Manage Events - Edit Event under Allow View Others option.
    • Checked: Others Attending option will display in the event details
      • Members could click Others Attending to view all other registered members attending an event
    • Unchecked: Members have to contact club to know the names of other attendees for an event

• Show waiting List
  • This can be enabled or disabled for an individual event from the website Event Management > Manage Events - Edit Event under View Waiting List option.​
    • Checked: Events show the waiting list registrants if View Others is enabled
    • Unchecked: Event does not show the waiting list registrants even if view others is enabled
• Alphabetically Sort View Others Attending
  • This is set for all events, if alphabetical Sort is checked it is applied for all events, not able to modify for individual events
    • Checked: Others Attending list, is sorted Alphabetically by Last Name
    • Unchecked: Others Attending list, is sorted by order in which the reservations were made.​

• Hide Birthdays
  • The club can decide if they would like to display member birthdays on Event Calendar. Only applicable for clubs that have Roster module.
    • Checked: birthdays will not appear on the event calendar
    • Unchecked: birthday cake icon will appear with member names on calendar, if member chose to hide birthday from roster they will not appear

• Notify Members 
  • For member registration events that originate from JAM/Encore Events it is highly recommended that the email notifications be setup in JAM/Encore Events instead of from the website. 
  • Enabling this feature will allow Clubhouse Online to send email notifications to members and their guests whenever any of the following event related tasks are completed:
    • Members/Admins complete a new registration for an event
    • Members/Admins update a registration for an event
    • Members/Admins cancel a registration for an event
    • Admins alter the details of an event which has registrants
    • Admins cancel/delete an event which has registrants
  • If Email notifications are enabled from JAM/Encore Events and on the website, members will get two email notifications for each related task
  • Recommend this be left unchecked and set up from JAM/Encore Events Settings instead 

• Notify Company
  • For member registration events that originate from JAM/Encore Events it is highly recommended that the email notifications be setup in JAM/Encore Events instead of from the website
  • Enabling this feature will allow Clubhouse Online to send email notifications to the specified addresses listed in the adjacent text box. Notifications will be sent for the following event related tasks:
    • Members complete a new registration for an event
    • Members update a registration for an event
    • Members cancel a registration for an event
  • If Notify Company is enabled from JAM/Encore Events and on the website, staff will get two email notifications
  • Recommend this be left unchecked and set up from JAM/Encore Events Settings instead 

• Upcoming Events Caching
  • ​This option will dictate how long the Upcoming Events webpart will be cached for users
  • Usually set to 1 Minute

• Calendar Subscription Months to Sync
  • ​This option will dictate the number of months that will be synchronized when the Calendar Subscription feature is utilized
  • The options available for this feature are 3 or 6 months

• Allow Public Users to View this Event by Default 
  • ​This option only applies if the Public Event Calendar has been enabled on the clubs' website.
  • Public event calendar will display all events (information only and registration) for viewing purposes only to non-members. The public will not be able to register for events from the website.
  • This can be enabled or disabled for an individual event from the website Event Management > Manage Events - Edit Event using the Allow Public Users to View This Event option, provided the club has Public Event Management enabled
    • Checked: all events will be displayed on the Public and Member event calendar
    • Unchecked: all events will only be displayed after members login to website to view the member event calendar

• Disallow online Cancellation 
  • Checked: Members will not be able to cancel their reservations online.
    • Only an Administrator can cancel a registration from JAM/Encore Event Management
    • If a Cancellation Policy was enabled in JAM/Encore Event Management, the policy will no longer appear in the Event Details
  • Unchecked: Members will be able to cancel a registration on the website up to the date of event
    • If a Cancellation Policy was enabled in JAM/Encore Event Management, the policy will appear in the Event Details and the cancel button will be removed respecting the policy  
• Calendar Start Date
  • Choose Sunday or Monday as the first columned displayed when viewing the calendar on the website

• First Tab Label
  • Text entered into this field will replace the text 'Event Calendar' within the left most tab of the module

• Capitalize Button Text 
  • ​Unchecked: Month, week, list and current month option on the website are in lower case 
  • Checked: The first alphabet of Month, week, list and current month options on the website are capitalized. 

• All Bookings Must Contain at Least One Member
  • Checked: All Member created bookings must include one member in the booking
  • Unchecked: Member can create a booking online for only their guests. They can login, add guest and remove themselves before completing the registration.

• Hide Booking Notes
  • ​Checked: Members will not be able to add any notes in the registration process within the event booking process.
  • Unchecked: Members will be able to add notes in the registration process within the event booking process. 

Help

• Display Help Tab
  • ​make Help Tab visible for members to find videos on how to use the Event Calendar
• Select videos to include in Help Tab be checking box beside video
  • Search and View Options
  • Making a Registration
  • Manage Buddies and Groups
  • Manage Buddies and Groups - Mobile View
  • My Bookings
  • My Bookings - Mobile View

Manage Events

• Default Date Range - The Manage Events tab in the left navigation will display a default number of upcoming events going forward from the current day. The number of events displayed by default can be set to the following options:
  • 1 Month
  • 3 Months
  • 6 Months
  • 1 Year

Show in Calendar

• Event Time - Enabling this option will display times for events listed in the Event Calendar
• Birthdays - Enabling this option will display Member Birthdays in the Event Calendar by default.
  • If Hide Birthdays is checked under Default settings then the Birthday option here will be disabled

• Other Bookings - By enabling this feature members will be able to see alternate bookings from other booking modules they have upcoming in the Event Calendar by default

Registration Options 

• Allow Addition of Members
  • Determine if members are registering for only themselves or provide option for them to search and add other members into the booking
  • This is set for all events, not able to modify for individual events
    • Checked: Add Member option will display, member logged in can add other members to their booking
    • Unchecked: Add Member option will be hidden

• All Addition of Buddies and Groups
  • Determine if members should access favorite members or guests that they could create using Manage Buddies & Group section to quickly register for events
  • This is set for all events, not able to modify for individual events
    • Checked: Add Buddies & Groups will display
    • Unchecked: Add Buddies & Groups will be hidden
      • if club chooses not to provide members the option to use Buddies & Groups in any booking modules, the Manage Buddies and Groups tab could be hidden, go to Roster > Configuration - Hide Manage Buddies/Groups

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Filters

Filters help the club to determine which members statuses/due class can be added to a reservation by a member or an administrator. 
When a member selects the Add Member button, all member names will appear unless one or more of the status or dues class filter have been selected to hide them from the name search.

The filters section only requires configuration if Allow Addition of Members has been enabled in the Registration Options. 
 

• The first row of filters determine what members will be able to access (Event Status Filter and Event Dues Class Filter) 
• The second row of filters determine what administrators will be able to access (Admin Registration Status Filter and Admin Registration Dues Class Filter).
  • This is optional to configure for clubs using integrated events as bookings should be made directly in JAM/Encore. 
  • Most clubs would select the same boxes in both rows 

Event Status Filter /Admin Registration Status Filter

• Select the status of members that should be hidden from the name search.
• If a status is selected in this filter, any member that has the corresponding member status assigned to them will not appear in the search when a member is registering for an event. This filter will not prevent a member who is associated with one of the filtered member statuses from registering for an event. To prevent a member status from logging in to the website edit the Login Status Filter from the Login Configuration Section

Dues Class Filter /Admin Registration Dues Class Filter

• Jonas Club Management clubs, please leave all the Dues Class Filter /Admin Registration Dues Class Filter boxes unchecked.
• The Dues Class Filter is meant for CSG and Encore clients only.
• Select the Dues Class that should be hidden from the name search,
• If a dues class is selected in this filter, any member that has the corresponding dues class assigned to them will not appear in the search when a member is registering for an event. This filter will not prevent a member who is associated with one of the filtered dues class from registering for an event. To prevent a member status from logging in to the website edit the Login Status Filter from the Login Configuration Section

Email Notification Tab

The ClubHouse Online website Event Management Email Notification is limited to customizing the header and footer section of the email. Most clubs would disable online email notifications and have it set up in JAM/ Encore instead. If online emails are checked(enabled) and JAM/Encore emails configured to be sent, members will receive 2 different email confirmations for the same booking. If club chooses to disable JAM/Encore emails and only use online email, there's no option to configure or send reminder emails using the website emails. 

Customize the default header and footer for the ClubHouse Online Event Management Email Notifications 

1. Configuration > Email Notification Tab
2. Click box beside Header Banner or Footer Banner box
3. Content editor will open, make changes.
4. Click Close
5. Click Preview to see how the Header and Footer info will look in the email
   • The information between the Header and Footer will auto-populate with event details and cannot be modified.
6. Click Save

Remember in order for the emails to send the Notify Members box would have to be selected by default in the Configuration > General Tab or enabled in the individual event Manage Events > Edit Event > General Information Tab - Notifications section. In addition, the Header and Footer can be customized for an individual event using the Manage Events > Edit Event  > Email Notification Tab.