An event could be a number of things for different organisations, such as a day ticket, match, work party, fishing event, coaching, social event - the list is endless as it really comes down to what activities you manage at your venue.
We've designed events with a powerful and flexible access logic. This ensures you can control who can attend, whether they can book online, whether you want to charge a fee for it and whether they can buy more than one ticket.
Some useful points to consider:
Events can be restricted to members only, non-members only or both.
For someone to be able to book on to an Event, they must either hold a qualifying membership or purchase a credit via a product. You can control which memberships and products grant access via Membership Plans and/or Products.
The Event can be enabled so that it is bookable online & offline or managed solely offline.
You can set a minimum and maximum number of attendees per activity
To prevent double bookings, consider blocking fully booked dates in the diary. This ensures that members cannot book slots that are already occupied.
Please note: To charge a fee for access to an Event, we've created a separate dedicated help article Charging a Fee for a Booking.
Setting up Events ⚙️
Here's some written instructions on setting up Events.
Click on the Settings icon in top right hand corner of the screen, scroll down and select 'Events'
Click on the green Add New Event button
Now add the name of the Event and set it is a Live Event & click Add
A live Event is a physical event (eg, Day Ticket, Match).
You can now provide more detail for the Event.
Name - You can update the name you previously created for the Event here. Make sure you use an Event name that members will instantly recognise
Duration - Add the number of minutes that this Event lasts for. The length of the Event will then be automatically allocated in your diary accordingly.
All-day setting - if the Event is an all-day Event and doesn't have a fixed start and end time (eg, dawn to dusk) you can check this box so that the start time does not appear in the booking diary.
Default Location - Allocate the default location where this Event takes place (this can always be changed when adding to the diary)
Default Person - Add a default person if a staff member or volunteer will be running the Event. Leave blank if the Event does not require anyone to be in attendance.
Colour - We recommend allocating a unique colour per Event. This will help you quickly identify specific Events in your clubs diary. Especially useful if you have multiple Events.
Description - We strongly recommend that you add a relevant description for your Event. This is the last thing that a customer or member sees before confirming their booking so it is a great opportunity to provide them with any last minute information (eg, pricing, restrictions, special conditions etc.).
Member Area Link - If you'd like to share a direct link to this Event type via your website, email or social media just copy the URL and share.
Event Image
To help promote your Event, you can choose to display a photo above the Event in the booking calendar diary. To upload a photo just click on anywhere in the box. *we recommend trying to keep the images on all Events the same size (300x300) this will help keep the calendar looking it best.
Here's an example of how the Event would look in the Booking Calendar 👇
Booking Tab
Min no. Attendees - enter the minimum number of attendees for that Event to take place (this will be zero in most cases).
Max no. Attendees - enter the maximum number of attendees for the Event. For example, if you have a maximum capacity of 10 swims/pegs, then you would entry max of 10 attendees *This will not restrict staff or volunteers from adding additional attendees that exceed this limit but it will restrict bookings online once the max has been met.
Bookable online - if this box is ticked then the Event will be available for someone to book online. If it is not ticked then only staff or volunteers will be able to add attendees via the diary.
Non member bookings - by ticking this box, you are allowing non-members with the ability to book this Event. If you are offering Day tickets, Event tickets or Match Tickets to non-members, make sure you tick this box. Please also remember to set up an associated product that non-members can buy in order to access this Event. See Charging a Fee for a Booking for more details.
Allow ticket purchasing - If you want to allow customers to book more than one ticket at a time (eg, for a friend or relative as well) make sure this box is ticked. Otherwise, they will only be able to buy 1 x ticket for themselves. This is particularly relevant for Day Tickets and Open Matches.
Age restriction - Slide the bars to set the min/max age for the Event. use case, you don't want Under 18s to book, set the left bar to 18
Bolt-Ons Tab
You have the ability to cross-sell additional products with each booking. To do this, just check any products that you'd like to serve up to the attendee when they make a booking.
Please note that this is NOT the product that grants access to the booking. This must be defined in the Products section of Clubmate (see Charging a Fee for a Booking)
Membership plans access tab
⚠️ Ticking any of your plans on this tab mean you are giving FREE ACCESS, If your activity is chargeable? do NOT tick anything here. ⚠️
This area is used for giving access to Event, normal use case are AGMs, Booking in to a syndicate fishery that need to track how many are fishing on any set day.
Product access Tab
If your activity has a cost? this is where you connect the product to your activity to tell the system it needs to charge for the activity at check out.
Please see Products on how to set up the product fist or Save the activity & click on +New
Also see:
Tips for Optimising the Booking System
Regularly review and update activity settings to align with your booking policies.
Communicate with clubs and members about booking procedures to minimise conflicts.