Members assigned as a contact for an event will need coordinator rights for Emailings in order to be able to contact event registrants using Event Emailings.
Click the Event Contact option, then the Edit (pencil) icon to define a contact for this event.
Click the Select link to select a member as the event coordinator. When you do so, additional options will appear:
- List items for which the event coordinator is responsible;
- Determine whether the Event Contact or Coordinator should have admin rights over the event. Without admin rights, the even coordinator's information will be displayed (to the level you select) but they will not have access to the configuration of this event. This includes being able to mark attendance, run reports, canceling the event or managing registrations. Note that this setting will apply if you copy the event.
- Show the email address to everyone, to members only, or to no-one;
- Show the phone number to everyone, to members only, or to no-one;
- Show the mobile phone number to everyone, to members only, or to no-one;
- Notify this contact on registration;
- Is this the primary contact? Only one contact can be the primary; this person’s information will be included on confirmation emails.
Click the Add button to add this contact to the grid. You can have as many contacts as you need for each event.
For each contact in the grid, click the Edit (pencil) icon to move their information up to the top panel to make changes. Click Add to save these changes. Click the Delete icon to remove this member as a contact.
Click the Copy button to copy a complete list of contacts from another event.
Select a category and a starting date and click the Search button. The Select list will be populated with matching events. When you select one and click the Copy button, all the contacts from that event will be copied to the current event.
Click the Display Sequence button to change the order in which event coordinator appear. You will see the standard ClubExpress display sequence dialog.
All listed contacts have administrator rights over the event and will be able to modify basic event properties, view registrants, run reports, etc.
Check the “Panel Complete” box when you’re done. Click Save to save your changes and return to the Event Admin screen, or Cancel to return without saving.
If you do not define a contact for an event, it defaults to the email entered in your organization's name and description. Also, if event contact information is visible to members only, non-member registrants will see general club information in their confirmation email.