Mass Event Archive
Select the Configure – Mass Event Archive option to archive all events within a specified category that are older than or equal to a specified date.
Select the category and end date and click Archive to perform the archive, or click Cancel to close the dialog without archiving.
Mass Event Delete
Select the Configure - Mass Event Delete option to delete multiple events at one time. Selecting this option will take you to the Mass Event Delete screen.
Mass Event Delete Screen
Search through events using the same search criteria you use on the Event Manager screen. Each event that can be deleted will have a check box. Select the check boxes corresponding to the events you wish to delete. Scroll to the bottom of the list and select Delete to delete the selected events.
Single or multiple-activity events with registrations and fees will not have a checkbox; these events cannot be deleted.
Event Categories
Select the Configure—Event Categories option to modify your organization’s event categories. Your website visitors and you will be able to search and filter events by category.
Category ID numbers after each category can be used to create a custom calendar.
To create a new category, click the Add Event Category button to navigate to the Add/Edit Category screen.
Enter the category name. You can also specify whether this category is available if member-defined QuickEvents are enabled on the Configure – Event Defaults screen. This option allows members to create QuickEvents for the categories you enable here.
Color coding helps users visually distinguish events of a specific type in the calendar. When you click the drop-down arrow beside one of the colors, a color selector panel will appear, allowing you to select a “web-safe” color. You can also select a color using one of the tabs at the bottom: RBG (Red, Blue, Green), HSB (Hue, Saturation, Brightness), or HSV (Hue, Saturation, Value).
You can also limit the number of events a member can register for in each category. Select Yes to view additional fields and input a date range and the maximum number of registrations allowed.
From March 1, 2020, to June 1, 2020, a member can register for only 12 events in the Seminars category.
Finally, if you've enabled Member Attachments, you can associate an attachment with an event category. When you associate an attachment with an event category, all member registrations for events in that category will include a link to their existing attachment. For example, if members are required to provide a copy of a license or certificate for an event and you ask members to upload the item when they sign up, a copy of the attachment will be visible with their registration details.
Click Save or Cancel to return to the category list.
To edit an existing category, click the Edit icon. To remove an existing category, click the Delete icon. You will be asked to confirm this action.
You can only delete a category if it’s not currently in use.
Event Questions
Use this option to define questions that can be asked of event registrants during the registration process. These screens are used to create the generic questions that can be used over and over again on individual events.
To learn how to configure questions on your ClubExpress website, go here.
If your club or association frequently holds lunches or dinners, perhaps with a guest speaker, you might define a question asking if people want chicken, fish or vegetarian. This question can then be applied to specific events as appropriate.
You can also reuse data you've already collected from your members by linking an event question to contact information from the Member Profile and Additional Member Data questions.
If your Ski club asks members for emergency contacts with each event registration, link the event question to the emergency contact information entered in their Member Profile. They'll still be able to enter a different contact for the event if necessary.
Selecting the Configure – Event Questions screen shows the questions already defined, including the question name, answer type, and whether an answer is required. To add a question, click the Add Question button. The following screen is displayed:
The questions can be linked to additional data questions you may have asked your members, or to the member's contact information collected in their member profile. For each question, specify a name or title for the question. You will use this to identify the question in the admin list and in reports; it is only shown to users in error messages.
Questions here are created the same way they're created for many other features on your website, including Additional Member Data, Survey Questions and Ad Hoc Forms.
The Question Text field contains the actual text that will be shown to users. This is a miniature version of our advanced content editor, with options to control fonts, lists, and alignment, and to display photos or images. Line breaks are supported in this field. The actual question text can be of virtually unlimited length. (Note that a simple text box replaces this editor for a Scale question, where the question itself uses a different answer type.)
The Notes field allows you to enter additional text that will be shown under the question and in a smaller font. It is usually used for prompts or hints on how to answer the question. There is a limit of 250 characters.
Most answer types also support a Response Required option. Select “Yes” if an answer must be provided.
Some answer types support an Other field. Select “Yes” to display this option at the end of your specified options. You do not need to add ‘Other’ to your list; the system will do it for you. If the user selects this option, he or she will see a field where another response can be entered.
Some answer types support a Comments box. Select “Yes” to display this box, so that event registrants can add comments beyond their main answer.
Click Save to save your question and return to the Event Questions grid, or Cancel to return without saving.
Locations
Select the Configure – Locations option to define one or more default locations where you normally hold events. When you are defining events, you can select one of these locations to be used.
Click the Add Location button to add a new location. You will see the following screen:
Add/Edit Location Popup
Enter the default location and click Save. Or click Cancel to return without saving.
Click the Edit icon to edit an existing location. Click the Delete icon to delete a saved location.
The Volunteering module uses this same list of frequently used locations. Further, any locations you add to the Volunteering module will be added to the Events module.
Event Reminders
The system can send out three types of automated emails: to all members, to everyone who has already registered for the event, and to user on the waitlist. Select the Configure – Event Reminders option to customize these emails.
Click the Edit (pencil) icon to edit each reminder or waitlist notice.
Use the editor to modify the body text of the email. Note that this is a simplified version of our standard text editor. It only includes those formatting options that most email readers will allow through; many advanced HTML and CSS settings are not typically displayed in emails for security reasons.
Replaceable tags are available from a drop-down list in the top left corner. Select a ~~tag~~ and click the Insert Tag button to add that tag at the cursor position. Tags are replaced with their actual values at runtime.
Click Save to save your changes and return to the Event Manager, or Cancel to return without saving your changes.
Event Defaults
Default options can be configured for the entire Event Calendar module. Like in other modules, these default options can be overridden at the individual event level. They're designed to save time when creating each event, especially if most or all of your events will share the same settings.
To learn how to configure your default settings, and what each setting means, see Event Default Settings.
Reports/Exports
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Reports
If available, selecting Reports displays a standard ClubExpress Report wizard. The system lists a number of reports related to the active module.
To see reports on a specific event, go to the Event View and click the Reports icon on the administrator ribbon bar.
Select a report and click Next. Then select a report title and output format and click Run Report to display your report. -
Exports
If available, click the Exports button to display a dialog listing available exports. Select one and click the Export button to generate an unformatted CSV file with the desired data. This file can be opened directly in Excel, Access, or a similar spreadsheet or database program for further manipulation.