Events

Events are entities that can be booked and optionally paid for by your users. Certain admin roles have the ability to create, modify and cancel events.

Creating Events

To create a new event, open the events page and click or tap on the "New Event" button in the top right.

This action is only available to the following roles: Admin, RSO, RCO and Bookings Manager

You'll be shown a form where you can configure your event, which should be fairly self-explanatory. Here's some additional guidance:

1. Your event's Name and Description are displayed to members

2. Capacity is required, and doesn't include RO's

3. The recurrence rules are fairly simple for now - you can select a start date and then daily/weekly/monthly. We're working on allowing more complex rules (e.g. "Last Sunday of the month"). If you need this functionality, for now you'll need to create new "One off" events every time.

4. If you want to make an event free, just set the price to £0.00

5. Booking constraints are optional

Once you create the event, it'll be shown in the list of events to members. Unless you've set some constraints around booking times opening or which roles can book, members will be able to book right away.

Understanding Recurring events

Recurring events help you to manage fixtures in your club's calendar efficiently without needing to create new events each week.

Users can only ever book the next occurrence of an event, they cannot book any further out in advance

1. A recurring event will get "released" for booking at midnight on the day of the event

2. Users can book retrospectively, as long as it's before midnight on the day of the event. We recommend that RO's enforce bookings prior to the event starting, when taking the attendance register at the start of an event

Cancelling or deleting an event

Events can be cancelled by a user with the appropriate permissions at any time, but the exact behaviour will depend on how the event has been configured.

Understanding cancelling vs deleting

Cancelling an event will take the next occurrence of the event (regardless of wether it's one-off or recurring) and cancel and refund all the bookings for that occurrence. Users will get emails, and the event schedule will be updated so no more bookings can be made.

Deleting an event is only possible if there are no future bookings. So you may need to cancel the next occurrence, then delete if you have an event that recurs. If an event has historical bookings, it never really gets deleted - just archived to preserve the audit log.

One-off events

1. The next occurrence of the event will be deleted. Since this is a one-off, there is only one next occurrence, so the event is also archived by proxy

2. Any paid for bookings will be refunded

3. Any pending bookings will be deleted

4. Emails will be sent to all users notifying them of the cancellation

Recurring events

• The next occurrence of the event will be deleted. Since this is a recurring event, any future occurrences will still be present so the event doesn't get deleted

• Any paid for bookings will be refunded

• Any pending bookings will be deleted

• Emails will be sent to all users notifying them of the cancellation

• The event is still visible, with the next available to book being pushed out to the next occurrence

Deleting events is only possible if there are no future bookings