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How to Manage Events Online

The Manage Events menu will display an overview of information only events created from the website and registration/ information only events that were created from JAM/Encore Events. 

Once a registration event has been created successfully from JAM/Encore and the send to web option is selected, the event will appear under the Event Management > Manage Event tab on the website. At this point, only administrators can view the event on the Live Event module page. It is highly recommended that administrators edit and view the event details prior to publishing the event for members to see on the website.

Access Manage Events from website

  1. Login to website
  2. Access the Event Management module from within Club Central
  3. Select Manage Events

Registration Events created from JAM/Encore can be viewed but there are limitations as to what information can be edited. Staff should assist members with registration directly in JAM/Encore Events. To see registrants for an event and detailed reports, staff will have to login to JAM/Encore Events. 

Manage Events is broken down into 3 sub-sections.

Click on the links below for more details on specific tasks within Manage Events

View Event
Edit Event
Copy Event
Delete Event
Publish/Hide Event
Event Link




Event Filter

The Event Filter located at the top of the Manage Events screen will allow administrators to isolate the events displayed in the listing below. If the filters do not appear click on the gray bar Event Filter to show/hide the filter.

The filters that are available are as follows:

  • Type of Event - Select type of events to be displayed 
    • All Events - All events - this includes Past, Deleted and Upcoming events (based on the date range selected)
    • Upcoming Events - Events from current date and in the future 
    • Past Events - Events that have already occurred
    • Deleted Events - Events that have been deleted from Event Management (website and JAM/Encore)
  • Event Name - Search for a specific event by name, press enter on keyboard or click Search button to apply changes
  • Date Range - Only events in the selected from and to dates will be displayed. Change the start date and that will change the range of events to be displayed. The date range default can be changed under Configuration > Manage Events. 
    • It works in conjunction with the Type of Event filter to control which events are displayed
  • Category - Display only events of specific Event Categories.
    • Multiple Event Categories can be selected
  • Only Show Registerable Events - If this option is checked, then only events that have registration (created from JAM/Encore) will be displayed
  • Search - Has to be clicked to apply Event Name or Category filter searches
  • Reset - Restores filters to default as below
    • Type of Event - Upcoming Events 
    • Event Name - Empty
    • Date Range - Current date 
    • Category - Not filtered (will still show all events)

Event List

The Event List within Manage Events will display all the events based on the Event Filters that have been configured. By default, the Event List will display Upcoming Events if no filters are applied. There is the option to set the Items per page, however 10 or 25 is recommended; if a higher number is selected it will take longer for the page to load. If there are more than 25 events to be displayed this will be indicated by the page number(s) at the top of the Event List table.
 

Event List Icons

To the right of each event name, icons can be selected to manage the event. Above the Event List table is the legend for each icon. Some icons are not applicable with integrated events set up. 

  • Edit Event (Pencil icon) - Edit event details. If the event has been created in a recurrence, there will be an option to edit the single date selected or all occurrences in the series.
  • Add Registration (green plus sign) - Not applicable for clubs using integrated events, registrations should be made by staff in JAM/Encore Events 
  • Booking Report (paper icon) - Not applicable for clubs using integrated events, reports are accessed from JAM/Encore Events 
  • Publish Event (green arrow pointing up icon) - The event is currently hidden from members, click icon to display event on website for members
  • Hide Event (red arrow pointing down icon) - The event is currently visible for members, click icon to hide event on website from members
  • Event Link (chain link icon) - Generates a unique link for event to be included in email blast or elsewhere on website for members to easily view event information
  • Recurrence (two arrows going in a circle) - Displays beside event date and time columns, identify if an event is going to reoccur



Event List Columns

By default, the events will be listed in order using Event Date Column. Click the column headings to sort in ascending/descending order of that column.

The events are listed in a table with the following column headings:

  • Event Name - The title of the event which is displayed for members to see
    • If event name is clicked the Event View window appears with an internal view of the event details
    • Suggest administrators View Event on live site before publishing for members to see 
  • Event Date - Date of the particular instance/seating of an event
  • Event Time - Start time and End time of the particular instance/seating of an event
  • Total Att. 
    • Lists the total number of people currently registered for that event (to see names of attendees, login to JAM/Encore Events)
    • If -- is displayed, indicates it is an information only event
  • Max Att. 
    • Displays the maximum number of attendees the event will allow and will appear only for registration event
    • N/A = information only event
  • Wait List 
    • Lists the number of people currently on the wait list, if the event was set to allow wait list in JAM/Encore.
    • If -- is displayed, indicates that wait list is not allowed for this registration event
    • N/A = information only event 
  • Registration - For Integrated Events, the Registration options are controlled from JAM/Encore Events.
    • N/A = Could display for these scenarios
      • Information only event
      • Registration not opened for members to register on website yet
        • members would see Registration opens on date
      • Registration on website has been closed, members have to call club to sign up
        • members would see Registration Closed
      • To edit the Registration Window for Web Registration, login in JAM/Encore Events > look for the event to edit > Parameters > Web and change the start Date/Time as this determines when registration will open on the website.
    • Closed = Club wants member to only view the event on the website
      • Registration was either closed from JAM/Encore or its' an information only event that was created in JAM/Encore by checking the box Parameters > Web > select Disallow All Registration. 
    • Open - The event is currently open for registration
    • Full - The maximum event attendance has been reached and will not accept additional registrations.
  • Last Modified On - Date and time that changes were last made to the event.
  • Last Modified By - Who made the last change to the event, first and last name along with username for website displays 
    • If it displays Service Account, this indicates the last change was made from JAM/Encore Events, it doesn't specify the name of staff that made the changes.

View Event

To see what an event would look like prior to making it available for members to see on the website, it should be accessed through the live site. Clicking on the Event Name from Manage Events or using Preview button from Edit Event window will only display the internal view for admins and not the live member view.

View event on website before publishing

  1. Login to website
  2. If the administrator is on the Club Central side of the website
    • Click Live Site link on top right
  3. Navigate to calendar/event page on website
    • Easiest way to find calendar, add /EventManagement/EventCalendar.aspx to the club's domain name
    • https://clubname_website.com/EventManagement/EventCalendar.aspx
  4. Click name of event to see event details and test hyperlinks that members would see once event is published. 

It is recommended to add text, images or link to provide more information about the event before publishing the event, go to Edit Event.
Administrators will always see events on the Live Event Calendar, even when the event has not been published. Remember to Publish event for members to view on website.
Note: If the event doesn't show up on the calendar, Click Filter and select Reset also ensure that send to web was checked if the event was created in JAM/Encore.

Edit Event

Club administrators can choose to edit events once they have been saved or saved and published. This can be accessed under the Manage Events > Event Name > pencil icon.

Edit options will vary depending if the event was created from the website or created from JAM/Encore. If an event has been created from JAM/Encore, please note there will be limitations on which fields can be edited from the website.

Access Manage Events from website

  1. Select Manage Events
  2. Find event and Click pencil icon to edit event
    • Note: Information only events will have N/A in the Max Att. column
  3. This opens the Edit Event window

Editing events created on the website - Information Only Events 

Any field can be edited since it is an information only event. For more information about each field see How to Create an Online Only Event.

The following 5 buttons will be available from the Edit Event window:
  • Save
    • For new changes to be applied
    • If event is not published, only administrators will see the changes, go to Manage Events screen to publish when ready
    • If event is already published the changes will be visible by members immediately
  • Save & Publish
    • If event is not published, using this button will save and make it visible to members immediately.
  • Preview
    • This preview is an internal view and not what members will see on website.
    • See View Event to preview event instead
  • Copy
    • To create another information only event with similar information, instead of having to start from scratch
    • See Copy Event for details
Note:  The Edit Event window will now display New Event window, name of event will have word Copy automatically added, all Event Details can be modified.
  • Delete
    • Removes the event from the calendar
    • The event could still be found, if the Event Filter type of event is changed to Deleted

Editing events created from JAM/Encore - Member Registration/Information Only Events

Events created from JAM/Encore will have limitations on what can be edited from the website. To make changes to the grayed out fields please login to JAM/Encore to edit the Event.
Note: For events that already have registrants, some of the fields may not be editable in JAM/Encore either until the registrants are deleted from JAM/Encore Events.

The following 3 buttons will be available from the Edit Event window on the website:
  • Save
    • For new changes to be applied
    • If event is not published, only administrators will see the changes, could go to Manage Events screen to publish when ready
    • If event is already published the changes will be visible by members immediately
  • Save & Publish
    • If event is not published, using this button will save and make it visible to members immediately
  • Preview
    • This preview is an internal view and not what members will see on website
    • See View Event to preview event
To Copy and Delete an event please login to JAM/Encore to edit the Event.


General Information Tab

The fields that can be edited from website in the Edit Event window include:
  • Color: Select one color to represent the event
    • None - No color to identify the category
    • Category Name - One color can be pre-assigned for each category to identify category by color on live site
  • Description​
    • Text added initially from JAM/Encore Events could be overwritten going forward with content added using this description box
    • Click in the rectangle box and the content editor will appear.
    • Enter text, images and links to describe the event
  • Restrictions
    • Show in Calendar at a Glance
      • Applicable only if Widget Type - Upcoming Events is set up on an alternate page on the site
      • Checked = This will event could display on the page(s) set up with the Upcoming Events widget
      • Unchecked = This event will be hidden on the page set up with the Upcoming Events widget
      • This can be toggled on or off at any time for each event
    • Disallow online Guest Registration
      • Checked = Add Guest button will be hidden for this event when members are in the registration process
      • Unchecked = Add Guest button will appear for members to add guests to the booking from website.
        • This will only be available if Restrict Attendees = none (JAM/Encore = Event Setup screen > Parameters > General).
      • This can be toggled on or off at any time for each event
  • Options
    • Allow View Others
      • Checked = Members can view names of other registrants from the website for this event
      • Unchecked = Member will have to call club to find out names of registrants
      • This can be toggled on or off at any time for each event
    • Allow Public Users to View This Event 
      • This option is available only if the If Public Calendar has been enabled on the site,
        • Checked = Event is visible on the calendar to the Public(anyone that is not logged in to the website) 
        • Unchecked = Only members and admins will see event after they are logged in
  • Notification
    • The following options should not be checked, assuming that the email notification forms have been created and enabled from JAM/Encore.
    • If they do get enabled here and JAM/Encore email is enabled, members will receive 2 notifications for each booking. For more information on setting up notifications for JAM/Encore Event Management
    • If the email notifications have been disabled and set to Never send emails in JAM/Encore Event Management, emails can be sent using the Website email notifications by configuring the options below.
  • Notify Member 
    • Checked = Send members a website email notification when there is a new, edited and cancelled registration
      • The Email Notification tab at the top will be enabled to customize the header and footer section of the email template
    • Unchecked = Do not sent website email notification when there is a new, edited and cancelled registration
  • Notify Company
    • Checked = Enter email address for staff at the club to receive website email notification there is new, edited and cancelled registration completed by members online.
    • Unchecked = Staff will not be email notified for each new, edited and cancelled registration
  • Sender's Email
    • Checked = Enter one email address, this is the email address that the registration email will come from 
    • Unchecked = No email being sent from web, no need to set up sender email

Email Notification Tab

If the club would like to override Email Notifications set under the Configuration Settings for this particular event then this can be done under the Email Notification Tab. 
  • Click Email Preview Button to see the default email that will be sent out. 
  • The body of the message cannot be edited. Relevant event details and member registration will be replaced automatically. 
  • The Header and footer information can be edited for each event

To Edit Header and Footer information

  1. Check box beside Use custom Header Banner / Use custom Footer Banner box
  2. The header or footer banner is now white
  3. Click in white box - Edit Banner box will appear with content editor
  4. Add text, images or links to appear in the header or footer for the event Email Notification 
  5. Click Close
Note: To add information to be on all email notifications, such as club logo and phone number. the Email header and footer can be customized on the Configuration level of the website. 

Copy Event

Depending on where the event was created, they are copied either from the website or JAM/Encore Events.

  1. Information only events created from the website. 
  2. Member registration/Information Only events created from JAM/Encore 

Information Only Events created from the website. 

Information only events created from the website can be copied from the website. This quickly creates another information only event with similar information, instead of having to start from scratch.

Steps to Copy Event from website

  1. Select Manage Events
  2. Find event and click on the pencil icon to open the edit event window
    • Information only events will have N/A in the Max Att. column
  3. From the Edit Event window, click on the Copy button at the top
​​
  1. The Name of the event has the word Copy added automatically to the original event name
  2. Rename event and make changes
  1. Click Save button after making additional changes
  2. or Save & Publish if new changes are ready for the event to be live on the Event Calendar
Note: This will convert the Edit Event window to a New Event window where the Event Details can be modified.  

Member Registration/Information Only Events from JAM/Encore

When editing a registration/information only event that was created in JAM/ Encore from Manage Events on the website, using the pencil icon, the Copy button is not available. In order to copy an upcoming, past or deleted member registration event, this has to be completed from JAM/Encore Events. 


 
Note: For instructions on how to copy a registration/Information only event, navigate to How to Edit an Event in JAM/Encore page.

Delete Event 

If an event is no longer needed for admins/members, it can be deleted from the Admin view under Manage Events. However if the event needs to be deleted only for the member view, unpublishing the event can be considered.

Depending on where the event was created, they are deleted either from the website or JAM/Encore Events.

  1. Information Only Events that were created from the website and do not reflect in JAM/Encore. 
  2. All Member registration/information only events created from JAM/Encore.

Information Only Events created on the website. 

These can by deleted from the website.

Steps to Delete Event from website

  1. Select Manage Events
  2. Find event and click on the pencil icon to open the edit event window
    • Information only events will have N/A in the Max Att. column
  3. From the Edit Event window, click on the Delete button at the top
  4. From the confirmation prompt, 'Are you sure you want to delete the following events? Event Name'
    • Click on the Yes button to confirm the deletion.
  5. The event is now removed from the calendar
The deleted event could still be found, go to the top and change type of event filter to Deleted.
  

Member Registration/Information Only Events from JAM/Encore

Member registration/information only events cannot be deleted from the website, this has to be completed from JAM/Encore Events. 
  • When editing an event created from JAM/Encore from the website Event Management > Manage Events, using the pencil icon, the Delete button is not available.
  • Once the event is deleted successfully from JAM/Encore Events, the deleted event could still be found in Manage Events by going to the top and changing type of event filter to Deleted.
However, it is possible to hide the event to prevent members from seeing the event from the website, follow instructions on Publish/Unpublish Events page.


 

Publish/Hide Event

  • For members to see an event on the website Event Calendar, it must be published.
  • However, Administrators will see all events on the website Event Calendar, regardless if the event has the Publish Event or Hide Event icon.
  • Events can be published/hidden individually or by selecting multiple events at once, this can be changed at any time from the website.



​All events created from JAM/Encore with the send to web option checked will appear on the website under Event Management > Manage Events tab. The new event will display the Publish Event(green arrow pointing up icon) and Service Account under the Last Modified By Column. This indicates that the event is hidden on the event calendar and has to be published in order for members to see the event on the website. 

Note: If an event doesn't show up on the calendar for administrators/members on the website after it has been published, click Filter and select Reset.  See FAQ for details.

Icons found in the Manage Events List to identify if event is Published/Hidden

  • Publish Event(green arrow pointing up icon) - Members cannot see event on website, but admins can - Click to Publish Event for members to view
  • Hide/Unpublish Event(red arrow pointing down icon) - Members and administrators can see event on website, click Unpublish Event to hide event on website from members
  • No icon = The event date and time has taken place, the visibility of this event can no longer be changed
    • If it was published, it will stay published
    • If hidden, it will stay hidden
Publish Individual Events
Hide/Unpublish Individual Events
Publish/Unpublish Multiple Events at once



Publish Individual Events

There are two ways to publish an individual event.

1. When an event is created in the Edit Event window
2. From the Manage Events screen

From the Edit Event window 

We recommend the details of the event to be reviewed and edited before publishing on the website.
  • Create new information only event  
    • Click Save & Publish and the changes will be saved and published for members to see on website immediately.
  • Edit new registration event created from JAM/Encore events  
    • Click Save & Publish and the changes will be saved and published for members to see on website immediately.
  • Editing an existing event that is already published. 
    • Selecting Save or Save & Publish after changes are made, would immediately save and publish the changes on website.

From Manage Events

  1. Locate event to Publish.
  2. Click Publish Event (green arrow pointing up icon) to Publish the event
    • If Unpublish Event (red arrow pointing down icon) appears - this indicates that the event is already published and visible for members.
  3. From the confirmation prompt, click Yes to Publish the event
    • The Unpublish Event (red arrow pointing down icon) appears because the event is now published
Once these steps have been completed, the event will be visible within the Event Calendar and will now appear in the Event List with the Hide/Unpublish Event (red arrow pointing down icon). In the image the Weekly Social Dining is now Published
 
Note: If a recurring event is Published, all of the events within the recurrence period will be published.

If for any reason an event has successfully been published but still not appearing on the live site, have the administrator/member reset all the filters on the calendar. See FAQ for details.


Unpublish Individual Events

The only way to hide an event is from the Manage Events section. 

Any event that has Hide Event Hide/Unpublish Event (red arrow pointing down icon) is published for members to see. Click Hide/Unpublish Event (red arrow pointing down icon) to hide the event. 

  1. From the Manage Events screen
  2. Locate event to Hide
  3. Click Hide/Unpublish Event (red arrow pointing down icon) to Hide the event - it will display "Click to unpublish event" 
  4. From the confirmation prompt, click Yes to Unpublish the event
Once these steps have been completed, the event will be hidden within the Event Calendar for members (it will still be visible for administrators) and will now appear in the Event List with the Publish Event (green arrow pointing up icon)
Note: If a recurring event is Unpublished, all of the events within the recurrence period will be unpublished.
 


Publish/Unpublish Multiple Events at once

Admins have the ability to select multiple events to quickly Publish or Unpublish at once.
  1. From the Manage Events screen
  2. Locate the event(s) to Publish
    • Check the box beside the event names
    • Select the Publish Selected button at the top of the page
  3. Locate the event(s) to Hide
    • Check the box beside the event names
    • Select the Unpublish Selected button at the top of the page
    • image below indicates the Unpublish Selected button would have been selected, since the events with a check mark, currently have Hide/Unpublish Event (red arrow pointing down icon)




 

 

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