Create a New Event

Important: Before creating an Event, please make sure you have read the introduction and instructions for how to create a Location first.

The process for creating an Event is very similar to creating a Location. Unless your club’s webmaster has made changes, to create a new Event, go to Events > Events > Add New Event.

Navigating to the Add New Event Page

Navigating to the Add New Event Page

Enter a name

Give your Event a name. The name you give here isn’t as important as the Location’s name (club members are more likely to access Events through the club’s calendar).

Name your Event

Name your Event

Enter a date

You now need to enter a time and date, and have the option of creating a recurring Event. I’m going to discuss creating a single Event first as recurring Events will be discussed later in this tutorial.

Click on the From text box and a date-picker will appear. You can use the date-picker to select a date, or manually type it in using the format DD/MM/YYYY (important).

Using the Date Picker

Using the Date Picker

If your Event spans more than one day, you need to specify when the Event finishes. Again, you can use the date-picker or type it manually using the DD/MM/YYYY format. If your Event only covers a single day, you don’t need to do this.

Enter a time

Enter a start and finish time for your Event. If it’s an all-day Event, then click the corresponding check box.

Setting the Start and Finish Time

Setting the Start and Finish Time

Recurring Events

In my example, I’m going to create an Event that repeats every other Thursday. If you don’t want to create a recurring Event, you can skip to Choosing a Location.

To create a recurring event, click the “This is a recurring event” checkbox.

Enter the dates of the first and last event.

Choose a Daily, Weekly, Monthly or Yearly recurrence. As this event is due to occur every other week, I’ve chosen the weekly option. Every 2 weeks, on Thursday.

If your event spans more than one day, you can specify the length of the event here. Setting it to 1 will make it an all-day event. Leaving it at zero will honour the times you specified above.

Recurring Events

Recurring Events

Choose a Location

In the Where box, type out a Location name. Just like magic, the Location you previously created should pop up. In the screenshots below, note the effects of typing in different names.

When your chosen Location pops up, click on that Location’s name. The address and map will automatically be filled out.

Automatic Address

Automatic Address

Describe the Event

Add a description for the Event. Remember, you’re describing the Event here, not the Location. It’s useful to add some details about how the Event organiser can be contacted.

Event Discription

Event Discription

Add custom attributes

If your club’s webmaster has added custom attributes, these will appear next. In the example below, custom attributes have been added for contact details.

Custom Attributes

Custom Attributes

Pick a category

Your club’s webmaster should already have created categories for Events. You should choose which category your Event falls under by clicking on its name in the list. You can select multiple categories by holding down the Ctrl key on your keyboard.

Choose a Category

Choose a Category

Enable Bookings

If you’d like people to be able to book a place on your Event, tick the box to “Enable registration for this Event”. For insurance purposes, the Clwyd Mountainnering Club allow prospective members to attend up to 3 Events before making a decision as to whether or not to join the club. Asking prospective members to book a place on an Event enables the club to monitor how many Events a prospective member has attended. If you don't want to enable registration, you can skip to Event Options.

Enable Bookings

Enable Bookings

When you enable registration on an event, the system will create 100 free tickets that are only available to Logged in Users. If you need to change the default ticket then click on the Edit link, otherwise, skip to Event Options.

Name your ticket

Enter the details for the ticket. In my example, I’m using a ticket which displays the entrance cost to the climbing wall. If there are no costs involved, it’s still useful to create a ticket so that prospective and club members can book a place and show their interest. Under such circumstances you might want to name the ticket “Free Booking”.

Specify the ticket cost

You should specify a price for the ticket using numerical characters only ( don’t add a £ symbol). If it’s a free Event, then type in 0.

Specify how many places are available

The default number of spaces is 100. If 100 bookings are made, the club website will then block all others to prevent over-booking. In the example, I've left the default 100 places; it’s not likely that more than 15 members will attend my climbing meet, but it does ensure that if 15 people make a booking, others will still be able to.

Ticket Options

Ticket Options

Specify who can book a place

In my example, the Clwyd Mountaineering Club ask that prospective members book a place on an Event so that the number of Events they’ve attended can be monitored. So that the booking can be cross-referenced to a prospective member’s user account, the CMC requires that a person must be logged in to book a place, this is the default option. To allow any member of the public to book a place, you should click on the advanced options and then choose the Available for Everyone option. The Available for Guest Users option will prevent logged in users from booking a place.

Available for Logged In Users Only

Available for Logged In Users Only

Add more tickets

In the example, I’m going to create separate tickets for prospective members and full members. The reason for doing so is that the climbing wall offer discounts to full members. If you don't want to create additional tickets, you can skip to Event Options. To do add an additional ticket, click on the Add New Ticket link , and then enter the details for the ticket/booking as described above.

Additional Tickets

Additional Tickets

Enter the Event Options

The Event options should be self-explanatory but if you do happen to have a question regarding the Event options, please use the comment feature at the bottom of this page.

Submit the Event

When you’re ready, click on the submit Event button. You should see a message stating that your Event has been successfully submitted.

Event Saved Message

Event Saved Message

Test the Event

To view the Event, go to Events > Events > Events Calendar. Your Event should appear in the calendar.

Newly Created Event

Newly Created Event

Click on the Event to view the full details. Your Event will automatically show a map and a link to the Location.

Event View

Event View

If you've enabled registration, you will see all of the bookings enabled. You can even book a place on the Event yourself. Finally, at the bottom of the page, comments allow club members to ask questions about the Event.

Bookings and Comments

Bookings and Comments

Manage Events

To manage the Events you’ve created, go to Events > Events > My Events

My Events

My Events

Edit Events

To edit the Event’s details, click on the Event’s title. Note; you can edit all instances of a recurring event in one go, or make changes to a single instance.

Editing Events

Editing Events

Duplicate Events

To duplicate an Event you've previously created, click on the + icon next to the Event's title.

Manage Bookings

This will be covered in a future tutorial.

Any questions

If you have any questions regarding anything discussed in this tutorial, please leave a comment below.

Posted in Managing Events