Clubmate enables exchange tickets to be managed online, creating a much easier experience for members and club volunteers.

Exchange tickets are managed in a similar way to day and guest tickets, as bookable activities through the Clubmate diary so setting them up is a similar process without the need for a paid product to be linked to it.

From the admin dashboard go to the “Settings” tab in the top right.

From here select “Locations” from the dropdown list. In Locations click on “Add new location”

Now name the location “Exchange Ticket Waters” and include any relevant information for directions to the venue(s) in the description box.

Now you’ve created a new location you need to set up the exchange ticket activity. Click “Activities” from the dropdown list. This will take you to the activities page. In the top right corner click the green button “Add new activity”

This will bring up a window that will allow you to name the activity.

We suggest naming the activity “Exchange Ticket -” followed by the name of the club it provides access to. Once this is done click the green “Add” button in the bottom right hand corner.

In the “Activity Info” tab you first need to set the duration of the activity, I listed this as an all-day activity by ticking the box on the right. Now select the “Default location” as “Exchange Ticket Waters”.

I’ve also added an image on the right hand side, this just helps visually illustrate the booking option to members. If you have an image that is relevant to the exchange club then even better.

In the description box I’ve included some information about the exchange ticket. Feel free to include whatever information you feel is relevant to your club’s exchange ticket and any details the other club would like you to include.

From here click on the “Booking” tab, set the “Maximum # Attendees” to the limit agreed for that exchange ticket. This is how you can limit the number of members who are able to book per day. For example, if you can provide a maximum of 5 x exchange tickets for that club per day, set the maximum number of attendees to 5.

Next tick the “Bookable online?” box to make the exchange ticket available to members to book.

If you’d like to make multiple tickets available to one member you can tick “Allow ticket purchasing?” if not just leave this unticked (most exchange tickets do not allow ticket purchasing).

To ensure that the exchange ticket is only available to active members, you’ll need to leave the “Non member booking?” tick box unticked.

Now we need to configure which membership plans provide access to the exchange ticket.

Click the “Membership plans access” tab, this will allow you to select the plans that get free unlimited access to the exchange ticket by ticking the adjacent box. You can exclude certain membership types too if required by leaving the box unticked.

Once this is done click “Saves changes” in the top right corner.

We now need to add the exchange ticket to the diary so it appears to members as bookable in the “Make a booking” tab

Go to the left hand menu and click on the “Diary” option.

Now just click on the “Add Diary Entry” button.

This will bring up the screen to configure the diary schedule.

In the top left, select the date and time you want the exchange ticket to begin from. With an all day activity we’d recommend 00:01 as the time.

Next select the exchange ticket option in the “Activity” dropdown.

Select “How often?” you can choose from selected days of the week or choose daily so the exchange ticket is added to each day of the week in the diary.

Next select when this ends under “Ends…” so for example the season end date or “Never” if the booking option is to be made continually available.

Under “Location” select the “Exchange Ticket Waters” set up previously.

Once this is done click “Add” in the bottom right hand corner and the exchange ticket will be visible for members to book!