> For the complete documentation index, see [llms.txt](https://docs.range-mate.co.uk/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.range-mate.co.uk/for-club-admins/managing-events.md). # 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. {% hint style="warning" %} This action is only available to the following roles: Admin, RSO, RCO and Bookings Manager {% endhint %} 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. {% hint style="info" %} By default, members can only book the **next occurrence** of a recurring event. If you want members to be able to book further ahead, set how many future occurrences to open using the "Display future occurrences" option on the event (up to 104). {% endhint %} Each event also has its own **booking window**, which you control: 1. **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. 2. **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. ## 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](/for-club-admins/membership-workflows.md#requirement-types). {% hint style="info" %} Tags are tidied up when you save. They're trimmed, lower-cased and de-duplicated, so `Safety Day`, `safety day` and `SAFETY DAY` all become the one tag `safety day`. Spelling and spacing still have to match, though, so settle on one form (say `safety-day`) and use it on every event you want a workflow to count together. {% endhint %} ## 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 {% hint style="danger" %} Deleting events is only possible if there are no future bookings {% endhint %} --- # Agent Instructions This documentation is published with GitBook. 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