Creating & Managing Events
Events are entities that can be booked and optionally paid for by your members. 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:
Your event's Name and Description are displayed to members
Capacity is required, and doesn't include RO's
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.
If you want to make an event free, just set the price to £0.00
Booking constraints are optional
Payment options (under Advanced options) control whether members pay in advance, on arrival, or either. Pay in advance is by card through your Stripe account, or by bank transfer when card payments aren't available. See Booking Payments & Bank Transfers.
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.
Each event also has its own booking window, which you control:
When bookings open — by default a recurring event's next occurrence is bookable straight away, but you can set bookings to open a fixed period before each occurrence (e.g. 7 days before). One-off events can use a specific open date/time instead.
When bookings close — by default bookings stay open until the end of the day of the event, but you can set them to close a period beforehand. We recommend RO's confirm bookings before the event starts, when taking the attendance register.
Guest events
Tick Guest event on the event form to let guests book onto an event. Guests are people your members invite along with a lightweight guest account (see Invitations). Guest events are the only events guests can see and book.
Ticking Guest event reveals two settings that control how guests book:
Guests can only book once the member who invited them is booked on. This is on by default. Each guest is linked to the member who invited them, and can only book once that member has a confirmed booking on the same occurrence. Untick it if guests should be able to book regardless, for example when a club officer sends the invitations on members' behalf but doesn't attend the guest days themselves.
Guest limit per member caps how many guests each member can bring to an occurrence. It starts at 2. Clear it for no limit.
Role constraints and approvals
Under Advanced options you can control who books an event by role. Add as many rules as you like. They combine on the same event, so you can mix and match:
Restrict to: only members with one of these roles can book. If you add no "Restrict to" rules, everyone can book (subject to any other rules).
Restrict from: members with any of these roles can't book, even if another rule would otherwise let them.
Requires approval: members with these roles can request to book, but an approver has to confirm their place before it's booked.
Can approve: members with these roles can approve or reject requests on this event. This is the only rule that doesn't affect who can book. Use it to say exactly who decides on requests (for example everyone on a practical night needs approval, but only your ROs can approve). Your club admins and bookings managers can always approve.
To build a rule, click Add a role rule, pick a role, and choose the type. Remove a rule with the Remove button next to it.
How approvals work
When a member's role means the event needs approval, their button changes from Book now to Request to book. Their request sits as pending and holds no place, so a pending request never uses up capacity. This lets you see every request and choose who gets in up to the limit, which is handy for oversubscribed nights.
There are a few places to review waiting requests, so they meet you where you already are:
On the event itself. Open the event and its Attendees tab shows the requests waiting for the date you're looking at, each with who's coming (including juniors), any extras, the total and how it'll be paid, plus Approve and Decline buttons. The tab carries a small count when something's waiting. You only see this on events you can approve for. Approving or declining happens right there without the page reloading or moving you off the tab: the request drops off the waiting list, an approved place appears in the confirmed bookings below straight away, and the counts update as you go, so working through a stack of requests is quick. If a place can't be confirmed (the event filled up while the request waited, or a saved card needs re-authorising), the request stays put and tells you why.
The full queue, Booking requests, listing every waiting request across your events, one row per request. Club admins open it from the Action Items card; other approvers have a Booking requests link in the main menu (and in the account menu on a phone) with a count of what's waiting.
Your Action Items. Waiting requests also appear in your Action Items area (and its weekly summary email) alongside your other things to action, with a count and a link through to review them.
From any of these you can Approve or Decline each request, with an optional reason. On approval the member's place is confirmed and they're emailed. On decline they're emailed the reason and nothing is charged.
While requests are waiting, everyone who can approve them gets a daily reminder email, club admins included, so a club with a single admin never waits days to hear about a request. Club admins also see the count in their weekly Action Items summary email. An approver is never reminded about, shown, or able to decide a request they are booked into themselves; another approver handles it.
For paid approval-gated events, the member saves a card when they request (no money is taken then). When you approve, that saved card is charged automatically and their place is confirmed. When you decline, nothing is charged and the saved card is released. Free events never touch checkout, and neither does a request the member has chosen to pay for on arrival: approving one simply holds the place and they pay on the day as usual.
If your club can't take card payments, no card is saved. The request shows Bank transfer on approval in the queue, and approving it confirms the place and emails the member the amount, a payment reference and your bank details. See Booking Payments & Bank Transfers.
The emails this flow sends (the request notice to approvers, and the approved, declined and payment-needed emails to the member) can be reworded under Club Settings → Email templates in the Bookings group. See Email templates.
Once in a while a saved card can't be charged straight away, usually because the member's bank wants an extra security step. When that happens the member is emailed a payment link to complete it themselves, and their place isn't held until they pay. You'll see this on approval, and the member sees a Pay now to confirm button on the event.
Approving re-checks capacity at that moment. If the event filled up with confirmed bookings while a request was waiting, you'll be told it's full instead of over-subscribing it.
Tagging events
Tags are free-form labels you attach to an event to group events that belong together. You'll find them under Advanced options on the event form. Pick a tag you've used before, or type a new one and press Enter. Add as many as you like.
Tags earn their keep for events you re-create each time rather than running as a recurrence. If you create a brand-new "Safety day" event every month, tag each one the same (for example safety-day). A membership workflow can then require attendance at any event carrying that tag, so the condition keeps counting however many times you re-create the event, where a link to one specific event would break. See Membership workflows.
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. Card payments are refunded automatically. Bookings paid by bank transfer or cash are listed under Refunds owed to members in Action items, and you return the money yourself before marking them refunded.
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
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
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
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
Last updated