Editing Events

Once an event is created, you can show the event Admin Panels in two ways:

• From the Event administration screen, click the Edit Event icon.
• From the Grid View or a List View, click the event title. You will see the Event Details screen, with an option in the top right corner to Edit Admin Options.

On the Admin options page you will see several controls across the top of the Event Admin Page:

Registrations

Click Registrations to see a list of registrations for the event.

When the screen is first displayed, the Search Results panel will not be visible. Click the Search button to show all registrations or enter search criteria then click the button to show a filtered list. This option is especially useful for events that have hundreds or thousands of registrations. Click Reset to clear search criteria.

This screen shows primary registrants who went through the wizard, their registrant type, member or non-member and, for members, their membership status, contact information, the total fee paid, the number of people included in the registration (including the registrant) and the registration status:

• Paid
• Open – still to be paid.
• Cancelled.
• Cancelled – not paid in time limit (for events where the Immediate Payment Required option has been enabled and the registration was not completed within the 30 minute time limit.)

100 registrations are shown on each page, sorted in alphabetical order by the primary registrant’s last name. Use the paging controls to move forward and backward through pages, or the drop-down list to select a specific page.

The Add Registration button allows you to launch the registration wizard, for example if someone is registering at the event or by phone.

Click the Delete Unpaid Registrations button to cancel and completely remove registrations that have not been paid, perhaps to free up capacity. You will be asked to confirm this action.

The following options are available in the Maintain column:

• - View registration details.
• - Edit this registration.
• - Jump to the member’s Profile. This option is only available for member registrations.
• - Jump to the Payment page for this Open (unpaid) registration.
• - Cancel this registration. You will be prompted to confirm this step. If the registration has already been paid, clicking Cancel does not issue a refund but it does create a credit for that member or non-member and you can then flag this credit as having been “used” in the form of a refund. If the registration has not been paid, this step also deletes the pending transaction. You will then see a Delete icon that allows you to delete the cancelled registration completely (so that it no longer appears in the list.)
• - Resend the registration confirmation email for this registrant. The email will state clearly that it is a duplicate confirmation.

When you select the Details option, a pop-up shows the primary registrant and companions. For multi-activity events, it also shows the activities for which each person is registered. Click the Edit Name link to modify the name of the registered companion. You will see a simple popup form to specify new first and last names.

Waitlist

In the Admin screen, click the Registration and Fees to see Waitlist details configured when you created the event.

You will see one of the following statuses:

• Disabled - This is the default setting when creating a new event.
• Enabled and Inactive - The Waitlist feature has been enabled for this event, but has not been activated because event capacity is not yet filled.
• Enabled and Active - The Waitlist feature has been enabled for this event and is active because registrant capacity for the event has been reached.
• Full - The Waitlist capacity is currently filled.

Click the Waitlist icon to see a list of people on the Waitlist for the event.

Click the Search button to show all people on the Waitlist or enter search criteria then click the button to show a filtered list. This option is especially useful for events that have hundreds or thousands of registrations. Click Reset to clear search criteria.

At the top of the screen, the following buttons are displayed:

• Delete Waitlist - Permanently deletes all users from the waitlist after a confirmation message and optionally sends emails to waitlisted users.
• Remove All Waitlist Entries - Changes status of all waitlisted users to ‘Removed by Admin’ after a confirmation message and optionally sends emails to waitlisted users.
• Notify All Waitlist Users - Sends an email notification to all waitlisted users; this button only appears if there is at least one available slot available.
• Notify Next Waitlist User - Sends an email to the person at the top of the waitlist queue (first in/first out); this button only appears if there is at least one slot available.

You will see one of the following statuses next to each person:

• Waitlisted - The user has been added to the Waitlist.
• Send Notification - The user has not yet been notified via email.
• Notified - The user has been notified via email.
• Time Expired - The elapsed time specified in the event Waitlist section of Registration & Fees has passed.
• Removed by User - The user has removed the user from the Waitlist.
• Removed by Admin - An administrator has removed the user from the Waitlist.

In the Maintain column:

• Edit profile - Takes the administrator to the member's profile (not available for non-members).
• Reactivate user - Adds a removed or timed-out user back to the Waitlist.
• Notify user - Sends the user an email notifying them that a spot for registration is open.
• Remove user - Removes the user from the Waitlist when the status is Waitlisted, Send Notification, Notified, or Time Expired. The status is changed to Removed by Admin.
• Delete user - Permanently deletes the user from the Waitlist when the status is Removed by User or Removed by Admin.

Attendance

If you have configured the event to track attendance, this option will appear on the admin ribbon bar.

Select “Mark attendance for Pre-registered members, non-members & guests” and the screen will reload.

You will see an alphabetical list of everyone registered for the event, with a checkbox beside each person’s name. Their payment status is also shown in parentheses. Check the names of people who have attended and click Save to record their attendance. You can also click Check all or Uncheck all. Record as many or as few names as you need; when the form is redisplayed, it will only show names of people whose attendance has not yet been recorded.

For a multi-activity event, an additional option appears in the top panel to select the activity for which you are marking attendance. Also, “Mark Attendance for not-yet-registered members and guests” is not available.

Select “Mark attendance of Not-yet-registered members, no guests” and the screen will refresh.

You will see an alphabetical list of members who are not registered for the event. Select a registrant type then check or uncheck as many people as you need to record, then click Save. The system will generate the event registration records, send an email to confirm their registration, and flag their attendance. If there is a fee for that registrant type, the system will also create the transaction and a pending payment. You can record the payment immediately or ask the member to login later to complete payment. (Note that the system does not currently implement paging in displaying this list so for large clubs, this will be a very large page. Please be patient.)

You can also optionally suppress the event registration confirmation email by checking the option at the bottom of the page.

This option is not available for multi-activity events.

Select “Unmark attendee(s) (registrations will not be cancelled)” to see a list of people already registered for the event who have been flagged as attending.

Uncheck the box beside anyone who was flagged as attending in error.

If you are marking attendance for an event which repeats over multiple dates, you have the option to mark attendance for a specific date.
Mark Attendance Repeating Date Event

Select the date for which you want to record attendance, and select either registered users to mark them as attended, or unmark attendance to correct an error made in marking someone as having attended.

Export

Click Export to generate one or more CSV files (suitable for loading into Excel) of event registration data.

Because of the nature of event registration data, it’s not possible to include everything into a single export file. Each registration may contain multiple registrants, and each registrant may be signed up for multiple activities. You can also have event-specific questions at each of these three levels. For this reason, event registration data has to be split across the three exports listed first in the above dialog.

The last export was especially created to collect all transaction and payment data only. It is the best export to run if you want to see the total transaction value of the event, how much is flagged as paid (including write-offs and comps), how much was collected (excluding write-offs and comps), and what is still owed. Note that if partial payments are enabled, some transaction items may appear twice in this export because two or more payments were required to cover this transaction item.

Select the export option you want and click Export. Your system will prompt you to save the file to your local hard disk, or to open it directly in Excel or another spreadsheet program. Or click Cancel to close the dialog without exporting.

Emailing

Click Emailing to send emails about this event.

Click the Search button to view emailings already defined for the event. Click Add Emailing to add a new emailing. You will see the same Add Emailing dialog that’s available on the Control Panel to send general emailings to members and non-members (explained in detail on HERE)

The To selection has some additional options for sending event-specific emails:

• Everyone registered for this event*
• All non-members who registered for the event
• All active members not registered for this event
• Unregistered members of a selected interest group
• Unregistered members of a selected committee
• Unregistered members of a selected subgroup
• All non-members not registered for this event
• All registrants who have paid for this event*
• All registrants who have not paid for this event*
• Registrants for a specific activity or item
• Registrants for a specific activity or item with a canceled registration*
• Event contacts for this event*
• All registrants who attended this event
• All non-members who attended this event
• All members to attended this event
• All registrants with a canceled registration*

These distribution lists ignore the member's opt-out setting since recipients will have explicitly registered for the event.

Additional options may be added in the future. Note that you can use the Send option to schedule event reminder emails for a future date, for example a couple of days before the registration deadline, or three days before the event.

When you are building an event emailing, a special element is available to insert the event details into the emailing. Drag the “Event Info” element from the lower right corner of the elements panel into your emailing.

Notes

Click Notes to write notes on the event that are then available to other event administrators.

Select New Note to enter your name, the date and the time, then begin typing your note. Once you're done, click Save to save and return, or click Cancel to close the form without saving. You can also clear the current notes and spellcheck them. Each admin or event coordinator who views the event notes will be able to see the name and date associated with previous notes. You can also add notes without entering your name and date by simply typing in the Event Notes popup and clicking save.

Cancel Event

Select this option to cancel the event. You will be prompted to confirm this action. If you do so, the following things will happen:

• The Registration type is changed to “Not Required”;
• The event title has “— CANCELLED” appended to it (but it will remain on the calendar unless you change its visibility);
• Paid registrations have their status changed to “Cancelled” and a credit is issued;
• Unpaid registrations are deleted;
• A cancellation email is sent to all registrants. This email can be customized on the System Emails screen.

This operation cannot be reversed or undone, so proceed with caution!