Support

Should you need help at any time, please send us an email at support@clubevent.co.uk

We hope that you can find what you need in the sections below – please take time to watch one of our short videos.  Apologies that they aren’t all in place yet!

Create a Club

You can create a club from the main screen, using the Create a Club button, or by selecting — Create a Club — from the dropdown on the main menu.  The New Club screen will appear.

Enter the details as follows:

  • Club Name
  • Choose or upload a logo (Logos should be small, ideally less than 1024 x 1024 pixels.  Larger pictures are accepted,and will be reduced in size before storing)
  • Club Location, County & Country
  • Description (Write a few words about your club.  These can be shown on the web feed)
  • Choose a Theme colour

Press CREATE.  All done!  Now, you should take a more detailed look at the Club settings, then create some contacts!

Club Settings

Let’s not make this too complex, but we’ve a few settings to check over!  Here is a brief description of some of them for you:

  • Club short code:  This was created automagically and is used in alerts and the web and ical feeds.  It cannot be changed.
  • Event list URL:  Your web feed.  Open events will be listed here.  If you have embedded your web feed into your own web site, then replace this with the address of that page, as this will be shown in all invitation and reminder emails.

Here you can set-up defaults for events that are created:

  • Users can see attendees: Select whether people can see who else is attending the events
  • Reminders sent to Invitees: Choose when reminders will be sent to invitees; to remind them to accept or reject their invite
  • Reminders sent to Attendees: Choose when reminders will be send to attendees; to remind them that the event is coming up
  • Show on web and ical feeds: Choose whether the event will be visible on web and ical feeds. If it is not, then only app users or invitees will be aware of the event (making it effectively a ‘closed’ event)

Set up default ticket types and information collected for each ticket – these will be the default when a ticketed event is created,- but then you can adjust for each event.

  • Ticket types: Create types of tickets (e.g. Adult/Child). Each ticket has a Name, Price and a Notes field to explain the ticket type to the purchaser
  • Per ticket data: Determine what data you will need to collect from each ticket holder. This can be used for many purposes

Defaults for paid events; only available on Club or Pro plans.

  • Currency:  Choose your currency!
  • Enable paid events: When checked, events will be paid events by default
  • Enable “offline” payments:  If this is not checked, then tickets must be purchased by credit card.  When checked, tickets can be ‘sold’ without payment, and ticket purchasers will be sent details of how to pay
  • Description:  This text will be sent to purchasers telling them how to pay for tickets. (e.g. Bank transfer details)

We have Contacts!

The Contacts page allows you to create, import and manage contacts.  Contacts are those people that you can invite to events.

  • If all your events are ticketed, then you probably don’t need to set-up any contacts.
  • If you want to add additional Administrators for your club, they need to be set-up as Contacts first.
  • If your events are aimed at particular people or sets of people, then read on
  • Create event: Start event creation by selecting contacts to join the event
  • A..Z:  Swap sort between A-Z and Z-A
  • Tags:  Enables you filter contacts by ‘tags’.  A contact can have any number of tags so that they may be sorted into groups such as:  “A team”, “B team“, “Senior”, “Junior” etc.
  • Search:  Filter contacts by entering a name or part thereof
  • Folder icon:  Import contacts from a spreadsheet
  • People icon:  Copy a contact from your phones contact list
  • (+) icon:  Create a contact
  • Actions on contacts:
    • Click a contact to show more information
    • Press edit or delete at this point
  • Email:  This email address will be used to send invites and reminders.  When inviting them to join the club, this email must match the email address they use to register for the App.
  • Mobile: Their mobile number.  For information only.
  • Invite to Club:  This will invite a contact to join the club.  They will be sent a join code for the club, so that they may access club events once they have installed the mobile app. They MUST register using the same email address as you have configured here. Should they wish to use another one, you should change it here, save the contact, re-edit, and re-invite them.
  • Club Administrator: Ticking this checkbox will make the contact a Club Administrator, and thus able to manage contacts and events using their app. It will trigger an invite if they are not already using the app.
  • Comments: For your own use
  • Current tags: Shows a list of tags associated with the contact; you can use this list to add or remove tags for this contact.
  • Enable secondary contact details: When clicked, you can enter a second email and mobile number for an alternate contact (e.g. a parent). When the checkbox is left ticked, the secondary contact will receive a copy of all notifications that are sent to this contact.

Importing Contacts

In order to import contacts from a spreadsheet, you need to create a sheet with the following headings:
name, email, mobile, comments, tags, email2, mobile2

The sheet can have a minimum of name and email
other columns are optional
The tags field should contain a comma separated list or tags

 

Tags

Tags can be used for Contacts or events.

  • Contact tags can be used to filter Contacts, making it easy to select the right team of people from a long list of Contacts. 
  • Event tags can be used to mark events such as ‘Competition’ or ‘Members only’. These tags will show up on the web and iCal feeds

Create an Event

An event can be created in two ways; by clicking the (+) button, or from within contacts, by pressing the Create Event button, which will allow you to select one or more contacts before pressing the button a second time.

An event needs the following information at a minimum, which will appear in notifications and in web and iCal feeds (if enabled).

  • Title: The title should clearly identify the event
  • Date & time:  Set the date and time of the event
  • Duration: The duration of the event
  • Location: The location for the event
  • Description: A description of the event; this may be a plain text description, or you can toggle to use the rich text editor.

You can select to show (or not) the event on the web and iCal feeds, add a tag, and also select whether users can see details of who else is attending the event.

 

You can add an email address and/or phone number for the event Orgnaiser.  Remember that the Organiser is a point of contact for the event, and may not be a ClubEvent Admin or even a user.

You can also add any number of links to documents/web pages/maps etc, by using the Additional Information section. 

All these details will be shown on the Event in the app, and on the Web feed.

  • Responses required by:  Select whether invites need to be accepted/declined (or tickets purchased) by a certain date.  After this date, responses and ticket purchases will not be accepted.
  • Reminders sent to Invitees:  Select when to send reminders to Invitees – they will be reminded to Accept/Decline their invite
  • Reminders sent to Attendees:  Select when to send reminders to Attendees – people who have accepted their invites, or obtained tickets – they will be reminded of the event

Experimental

An Invitation event may be created with more than one date – the intention is to allow invitees to select which dates they can make, so that the Event date can be fixed once sufficient responses have been received.

At this point, people will receive invites for the new, fixed date.

  • Event Open Date:  If enabled, you can set a date before which tickets cannot be purchased
  • Max tickets per person:  It is possible to limit the number of tickets each person can purchase.  In practice, this limits it to purchases from each unique email address.
  • Total tickets available:  Set the total number of tickets that are available for the event
  • Ticket types & Per ticket data:  See separate item on ticketed events for more detail

Once an event is set to ‘Paid’, tickets will use the prices as set in the ticket types.  You can elect to enable ‘offline payments’ and enter a description of how people can pay.

People can then choose to pay by card, or ‘pay later’.  When they receive their joining email, they will be sent the description you have set here, telling them their other payment options.

Lifecyle of an Invitation Event

To be completed…

Lifecycle of a Ticketed Event

An event To be completed…