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Event Management

Event Management allows clubs to expand their activities with easy to manage tools. From Classes, Lectures, Workshops and visits from professionals, a Club Administrator can offer online event registration in GoClubsOnline, capture any fees collected and monitor them financially. The list of tools (shown below) that GoClubsOnline provides is considerable. There are tools for managing the design and planning of events and there are tools for managing the registration and operation of events.

Event Profiles

Events always belong to a club and Club Administrators can add, edit, copy or delete event profiles for their club. CAs can:
  • View event summaries
  • View calendar
  • Add a new event
  • Edit an existing event
  • Copy an existing event
  • Cancel an existing event
  • Delete an existing event
Path: Home>Clubs>Events

When copying an event, you can choose from a variety of recurring frequencies, including weekly or such things as the third Saturday of the month.

When adding or editing an event, Club Administrators (CA) can specify all the attributes of a club event including:
  • the beginning and end dates when an event is available for on-line registration
  • the duration
  • the lunch options
  • the entrance fees
  • members discounts
  • youth discounts
  • On-line or face-to-face venue
  • payment methods
  • enable PayPal processing of fees due
Additional information about the event can be provided under description, location, airports, hotels, etc. etc. Most of this information about an event is presented to help registrants decide whether to attend and what arrangements they might need to make.

Preferences

  • Lock on this event
  • Unlock
  • View event profile
  • Edit event profile
Path: Home>Events>Preferences

When a Club Administrator has access to multiple events, perhaps for multiple clubs, it's can be tedious to pick an event each time from the main menu. By locking on to one event, the CA bypasses the event selection page. Club Administrators can access the current event profile to view or edit.

Reports

  • View of attendees with contact information
  • View Registration Trends
  • View lunch orders
  • Email lunch orders
  • View finances
Path: Home>Events>Reports

Attendees' lunch orders can be collated and automatically emailed to a caterer of choice.

Book-keeping

  • Record a new event transaction
  • Edit|View|Delete event transactions (P&L statement)
  • Reconcile unreconciled event transactions
  • Reconcile all event transactions
  • Analyze event transactions by category
  • Chart event transactions by category
  • Export event transactions (.csv)
  • View event sales
  • Analyze event sales by product
  • Chart event sales by product
Path: Home>Events>Book-keeping

The book-keeping functions that work specifically with the event can work with money transactions captured during check-in as well as other recorded event related incomes and expenses. The event's Profit & Loss statement is also available.

The sales functions show breakdowns for different types of fees 'purchased': club memberships and events fees for the current event.

The same set of book-keeping functions can be accessed for the club's finances as a whole.

Attendees

  • Add
  • Edit
  • Delete
  • Email all
  • Email checked-in
  • Check-in
Path: Home>Events>Attendees

Sometimes attendees will incorrectly register for an event. The tools under Attendees allows the CA to fix any problems, add on-site registrants or edit their existing registration. The check-in process, usually done on the day of the event, records actual attendees and allows the Club Administrator to record any payments due. Multiple check-in stations can be set up for large events.

Dashboard

  • View event income & expense trends
  • View event youth & adult attendance trends
  • View event registration trends
Path: Home>Clubs>Dashboard

Included in the club's Dashboard, there are functions to dynamically generate charts for side by side comparisons of events. By analyzing this data, club volunteers may be able to identify improved ways to offer and manage events in the future.

ver: 4.1 © 2016 Copyright Cirrillian