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Events Calendar

We listened to our clients' diverse needs and came up with a game-changing event solution with a level of flexibility that is unmatched. Whether you need complicated sign-up restrictions or simply just a date on a calendar, here are merely a few examples of how we can help ...

"So, these are just club social events, right?"

Well, socials are just one type of event. In myClubhouse, events are anything that has a date and time on the calendar. That includes coaching courses, exercise classes, seminars, match fixtures, committee meetings, private parties, shows & concerts, and yes, club social events.

  • Events classified into types
  • Single events or series
  • Any duration, including multi-day
  • Venue location can be plotted on a map
  • Full formatted HTML description with images

"... ok, but my coaching course runs every Saturday, when there's an 'R' in the month."

Not a problem. You can create any sequence of dates you like. The recurrence generator tool can create any kind of daily, weekly, monthly or annual sequence. You can then tweak the sequence to your heart's content: move dates around, add dates in, remove dates, whatever.

"... and only off-peak female members aged between 35 and 42 can attend. And their guests. And Jeff."

You can limit the allowed participants using member lists. Member lists are live lists that select members based on their characteristics; they are always up to date. The characteristics you can use include age, gender and membership category. Member lists can also contain specifically named individuals, so Jeff can come too. For each event, you can specify whether members are allowed to bring guests.

  • Include and/or exclude members in specific member lists
  • Members can sign themselves up, other members or guests

"... and nobody else must know about it!"

Mark the event as "private" and it will only be visible to administrators, organisers, invitees and attendees.

"I want to vet everybody before they're let in."

By setting the "Confirmation Required" flag you take control of who is allowed to sign-up to your event. Members will wait on a pending list until you either accept or reject their sign-up.

"... and I need to know about any health issues they might have."

You can capture information from attendees when they sign-up in a couple of ways: most simply, you can prompt them to give a single piece of information; for example, "Tell us if you have any dietary requirements". Alternatively, you can present them with a form to fill in. To save repeatedly entering the same information, members can save their answers to reuse in future sign - ups to similar events.

You can use forms to capture:

  • Child protection information
  • Acknowledgment of risks or acceptance of conditions
  • Menu choices
  • Relevant prior experience or skill level

"I can only handle up to 20 participants and it's not worth my while running it for fewer than 5."

You can set minimum and maximum attendee limits. The minimum is for information only, however the maximum will actively prevent people signing up once the event is full. You can also have a waiting list that can automatically offer places if anybody withdraws.

"... and I don't want people signing up at the last minute."

You have complete control of the sign-up window for any event. You can set when it opens and when it closes, relative to the start time of the event. You can specify this down to minute-level accuracy.

"Did I mention that I charge a fee for the course?"

Well of course you do, we wouldn't expect you to do it for nothing. For any event, you can specify a sign-up cost and this is payable once an attendee has a confirmed place. Payments can be taken electronically or you can track them manually. If payment tokens are enabled, then you can also accept payments in tokens. You can reward your attendees with tokens too.

"... and I charge more for guests and those over 40"

Well, that doesn't sound particularly fair; but if you must, you can introduce a pricing structure that can charge different amounts to different types of attendee. You can differentiate based on member status, age, or any characteristic that can be used to define a member list.

  • You can offer cheaper rates to your members, charging more for non-members.
  • You can charge more for people who sign-up late
  • You can offer attendees different options to choose from when they sign up; e.g. 'Tournament Entry' and 'Spectator'
  • You can allow each option to be paid for with only money, only tokens or either
  • You can save pricing structures for re-use on other similar events

"... and everybody on my course can buy my awesomely designed t-shirt!"

Wow, that is nice! I'm sure everybody will want one of those. You can offer it as an add-on which any attendees can purchase once they have signed up. You can offer a range of add-ons; for example, for providing food or performing some sort of certification.

"Oh, and the money goes to me, the head coach; not the club"

Not a problem. You can use payment schemes to define how the attendee is going to pay and who the payee is. You can set the payment schemes for sign-ups and add-ons to be different if your wish. You can also track your received payments on your 'My Receipts' page.

"Last thing, I need to track who actually attended each of my sessions."

Each event has an attendance tracking feature which allows you to record when attendees arrive and depart, and also if they don't show up and why. It is easy to do this from your mobile so you can do it on site. If the event has an invitee list, then the attendance register lists all invitees, regardless of whether they have signed up in advance or not. You can then sign them up and sign them in, in one click. You can also print off an attendance register to take with you, if you prefer.