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Events

The Events section allows you to create, manage, and register for special events such as seminars, workshops, or tournaments. You can now register through your account or be directed to an external site if the event uses an outside registration process.

📊 Event Table​

The table shows all events for your location.

ColumnDescription
NameThe event title.
RegistrationsCurrent number of signups.
Start DateWhen the event begins.

You can sort or search to find a specific event or upcoming dates.

Creating an Event​

Click "New" to open the event creation form. The following fields are available:

  • Name - The event title
  • Slug - URL-friendly identifier (auto-generated from name)
  • Picture - Upload an event image
  • Description - Rich text description of the event
  • Max Participants - Limit on total registrations
  • Start Date / End Date - The event date range
  • Start Time / End Time - The event time window
  • Emails to Notify - Comma-separated email addresses notified on registration
  • Agreements - Required waivers that must be signed before registration
  • Questions - Custom questions asked during registration. Each question has:
    • Question — the question text
    • Answer Type — choose from:
      • Short Text — single-line free-form input
      • Long Text — multi-line text area
      • Dropdown — select one option from a list
      • Radio Buttons — select one option, all choices visible
      • Checkboxes — select multiple options
      • Number — numeric input
      • Date — date picker
    • Options — for Dropdown, Radio Buttons, and Checkboxes, enter comma-separated choices (e.g., "Small, Medium, Large")
    • Required — toggle to make the question mandatory
  • Price Options - One or more ticket types, each with:
    • Name (e.g., "General Admission", "VIP", "Early Bird")
    • Price
    • External Link (optional, for tickets handled on another platform)
    • Available From (optional) - Date when this price option becomes available
    • Available Until (optional) - Date when this price option expires (great for early bird deadlines)
    • Eligible Membership Levels - Restrict ticket availability by membership
    • Membership Discounts - Discounts for specific levels (choose % Off or $ Off)
  • Promo Codes — Create one or more discount codes for the event. Click Add Promo Code to add a new code. Each promo code has:
    • Code — the text the member enters at registration (e.g., SUMMER10). Case-insensitive.
    • Type — the kind of discount:
      • Free (100% off) — waives the full ticket fee. Limited to 1 ticket per use.
      • BOGO (Buy 1 Get 1) — the member is billed for half the tickets (rounded up).
      • % Off — a percentage discount on the per-ticket price.
      • $ Off — a flat dollar amount off the per-ticket price.
    • Amount — required for % Off and $ Off types.
    • Display Name (optional) — a friendly label (e.g., "Summer Special").
    • Each code can be used once per user. Promo codes and multi-ticket discounts do not stack.
  • Hide from Calendar - Keep the event private/unlisted
  • Public Link - Direct URL to the event's registration page (shown after saving)

Registering for an Event​

Click on the event you want to attend to view its details.

📅 Event Page​

You will see:

  • The event image and description
  • Any questions you need to answer before registering
  • Available ticket types and prices

If the event uses an external registration, you will see a button to continue registration on another site. Use this button to complete your signup.

🐦 Early Bird / Tiered Pricing​

You can set up time-limited pricing by using the Available From and Available Until dates on price options. For example, to offer early bird pricing:

  1. Create a price option called "Early Bird" at $150, and set Available Until to your cutoff date.
  2. Create a second price option called "Regular" at $199, and set Available From to the day after the early bird cutoff.

The system will automatically show only the currently valid price options to users. Once the early bird window passes, it disappears and the regular price takes its place — no manual intervention needed.

You can use this for any number of pricing tiers (e.g., super early bird, early bird, regular, last-minute).

🏷️ Promo Codes​

If an event has promo codes configured, you will see a Promo Code field during registration.

  • Enter a valid code and the price will update in real time with a confirmation message.
  • Supported discount types:
    • Free — the ticket is completely free (limited to 1 ticket).
    • BOGO — buy one get one free. You are billed for half your tickets (rounded up).
    • % Off — a percentage discount on each ticket.
    • $ Off — a flat dollar amount off each ticket.
  • Each promo code can only be used once per user.
  • Promo codes do not stack with multi-ticket discounts. If a promo code is applied, multi-ticket discounts are skipped.

💳 Payment and Ticket Options​

If the event uses the built-in registration:

  • You will see a list of ticket options with prices.
  • Select the number of tickets you want to purchase.
  • If there is a limit on tickets, it will display the number still available.
  • You may see a processing fee or tax displayed if applicable.
  • You can choose to bill your card on file or enter a new card.

If you are registering for others, each guest will need to sign a waiver before attending.

Your total will update automatically based on the ticket type and number of tickets selected.

✅ Registration Confirmation​

Once you complete payment or registration, your account will show that you are registered. You will not need to register again for the same event.

If you use the external registration button, complete your signup on the linked page to secure your spot.

📝 Editing or Canceling​

  • To update your registration details, return to the event page and check your options.
  • To cancel, please contact your location directly if you need to change or cancel your registration.

🗑️ Deleting an Event​

Owners and staff can delete an event from the events table using the "Delete" action — even if the event already has registrations.

  • All registrations and payment history are preserved, and the Event Registration report for the deleted event remains fully available (including CSV export and payment collection).
  • The event immediately disappears from the portal and the events list.
  • If the event has registrations, the confirmation dialog will show how many. Deleting does not cancel or refund registrations, so notify registered members before deleting an upcoming event.

🚩 Troubleshooting​

  • If you cannot select tickets, the event may be full or closed.
  • If you cannot see payment options, check that you are logged in with the correct account.
  • If redirected to an outside site, you must complete the registration on that page for your spot to be confirmed.

🙌 Tips for Event Registration​

  • Register early if you want to secure your spot for popular events.
  • Use your account to track all your upcoming events in one place.
  • Look for the external registration button when needed and follow the instructions provided.