QuickEvents are constrained to be easy to define and easy to register for:

• One screen only to define the event
• One screen only to register for the event
• Single activity only
• No fees
• One day only
• One registrant type for members, non-members, and guests
• Optional RSVP only
• Enable QuickRelease (default policy only)
• Whether the registrant list should be shown, and to whom
• No event-specific questions
• No event page or photos (can be added afterwards)

To create a QuickEvent, click Add then select QuickEvent from the drop-down menu. You will see a single page of options to define the event.

The following settings can be defined:

• Title – shown on the calendar;
• Short Description – shown as a tooltip on the calendar;
• Category – controls the color coding. The available list of categories can be limited if you allow members to create their own QuickEvents (see below.)
• Event is for – only shown if subgroups are enabled. Allows you to specify the chapter, district, or region organizing this QuickEvent;
• Visibility – who can see this QuickEvent (everyone, everyone but details for members only, or members only);
• Mobile Channel – only shown if your club or association has purchased the ClubExpress mobile app. Allows you to link this QuickEvent to a mobile channel.
• Contact Person - Click the Select link to select a member, then specify what contact information should be shown for that member and whether he or she should be notified when someone registers for the QuickEvent. You can also Remove a contact person.
• Specify the date and start/finish times for this QuickEvent.

The QuickEvent Add/Edit screen continues below:

• Specify how registration should be handled:
  • Not Required
  • Recommended - includes the ability to set a capacity
  • Required - includes the ability to set a capacity
  • Required by a close date – a date field will appear, includes the ability to set a capacity
  • RSVP Only
  • Available to admins/coordinators only - includes the ability to set a capacity
  • Temporarily unavailable
  • Closed
  • External – a URL field will appear to specify the other website
• Are Cancellations allowed? If so, a Cancellation Date field will appear.
• What Registrant type should be used for people who register.
• Should the Registrant List be visible, and to whom?
• If attendees can bring guests, what is the maximum number allowed?
• Is the capacity of the event limited? If so, select Yes. Three new fields will appear allowing you to set the event capacity, and whether or not you want ot display the capacity and available slots left for registering users. This option is only available if under Registration you selected Recommended, Required, Required by close date, or Available to admins/coordinators only.
• Enable QuickRelease using the default policy (see .
• Location – this section behaves the same way as location in a regular event. You can also select from one of the predefined locations that your club or association often uses.

Click Save to save this QuickEvent and add it to the calendar, or Cancel to return to the Event Calendar Manager without saving.

 

You can optionally configure the system to allow members to create their own QuickEvents on your club or association calendar.

Example: A cycling club might allow any member to organize a ride for other members. No approval is required when this option is enabled, but only selected categories will be available in the Category drop-down. Note that admins and event calendar coordinators can define QuickEvents in any event category.

On the Registration panel for a QuickEvent, you can select RSVP Only for the Registration question. When you do, the panel changes as shown below:

Check off which RSVP Responses you want to display.

Example: If you only want to record those people who can come, check the Yes option and leave No and Maybe unchecked.

You can optionally enable a Comments panel where people can enter notes as part of their RSVP.

Example: A “No” comment might be something like “Apologies, but we’re out of town.” A “Yes” comment might be “I’ll be a little late, depending on traffic.”

RSVP Scope controls who can RSVP: everyone or active members only.

RSVP List Visibility controls whether members and the public can see who else is coming. The list is displayed in categories for each enabled response.

Maximum Guests allows people to RSVP and bring one or more guests.

Enable Quick Release is the same option described above.

When someone responds “No”, no further action is required; their response is immediately recorded in the database.

When someone responds “Yes” or “Maybe”, and the guests and comment options have not been enabled, their response is also recorded immediately.

When someone responds “Yes” or “Maybe”, and the guests and/or comment options are enabled, a dialog will popup to collect this information before the RSVP can be recorded.

When you view a QuickEvent that you created and for which you are the designated coordinator, you will see a list of admin options for the event in a panel on the right side:

Hover over the Legend icon to see the meaning of each option:

QuickEvent Admin Tools

Icon	Description
(Edit)	Select Edit to edit the QuickEvent. You will see the Add/Edit QuickEvent screen.
(Convert)	Convert this QuickEvent to a Single Activity Event. You will be asked to confirm this step because it cannot be reversed.
(Registrations)	Select this option to see a list of people registered for this event. You will see the same Registration Manager screen described below (except that fees are always $0.00 and Status is always “Paid”.)
(Reports)	Run reports for this event, including name badges and check-in lists.
(Share Event)	Select this option to share the details of this event on your club’s Facebook page, LinkedIn Group page, or Twitter feed.

To convert a QuickEvent to a regular event, click the Convert QuickEvent icon in the admin options. You will be asked if you want to register all respondents/ registrants for the regular event, and if you want to send an email to current registrants.