Creating events
Every field available when adding an event, covering details, location, schedule and recurrence, visibility, tickets, and eligibility rules.
Events can be created from Events > Add Event, or from the calendar view by clicking the + button.
Event details
Title
A name for the event. This is displayed on the calendar and the event detail page.
Description
Optional details about the event. The description field supports rich formatting including images, links, headings, and embedded videos.
Categories
Optional labels to help organise events. Start typing and press Enter to add a category; previously used categories are suggested as you type. Categories appear on the event page and can be used to group similar events together.
Event colour
Choose from a set of preset colours. The colour is used to visually identify the event on the calendar and in event lists.
Location
Address
Search for a venue or address. As you type, Google Maps Places will suggest matching locations. Selecting a suggestion will also drop a map pin on the event.
Map pin
If an address is selected from the suggestions, a precise GPS location is stored with the event. This is used to display an interactive map and a Google Maps link on the event detail page.
What3Words
Optional. Enter a What3Words three-word address for locations that are difficult to find using a street address (e.g. remote outdoor venues). The What3Words address is displayed with a link on the event page.
Schedule
Start date / End date
Set when the event starts and ends. For a single-day event, the start and end date should be the same.
All day event
When enabled, no start and end times are shown and the event is displayed as an all-day event.
Start time / End time
When All day event is disabled, set the specific start and end times.
Recurring event
Enable this for events that repeat on a schedule.
Repeat every
Choose the frequency unit: Day(s), Week(s), Month(s), or Year(s).
Interval
Sets how often the event repeats within the chosen frequency. For example, a frequency of Week(s) with an interval of 2 creates a fortnightly event.
Recurrence end
Choose when the recurrence stops:
- Never: the event repeats indefinitely.
- After: the event repeats for a set number of occurrences.
- On date: the event repeats until a specific date.
Visibility & settings
Event type
Controls who can see the event:
| Type | Who can see it |
|---|---|
| Club Event | All club members on the club calendar |
| Public (personal) | Visible on your personal calendar; can be shared with others |
| Private (personal) | Only visible on your own calendar |
Only members with the Manage Events permission can create Club Events. Any member can create a Public or Private personal event.
Allow members to RSVP
When enabled, members can respond to the event with Going, Maybe, or Not Going. The list of attendees is shown on the event detail page. See RSVP for details.
When disabled, no RSVP controls are shown and the attendee list is hidden.
External link
Optional link to an external website for registration, tickets, or more information. Shown as a link on the event detail page.
Tickets
Club events can sell tickets instead of, or alongside, RSVP. Enable Enable ticket sales to set a price, capacity, cancellation terms, and any ticket form fields you want to collect from each ticket holder. See Tickets for the full setup and how members buy tickets.
Eligibility rules
You can add eligibility rules to a club event to control who is allowed to buy tickets to it. Rules work the same way as on sessions: you create one or more rule groups, each containing one or more conditions. All groups must pass for a member to be eligible to buy a ticket.
Each rule group can be set to Match all (AND) or Match any (OR) to control how conditions within the group are evaluated.
The following rule types are available for events:
- Age range: restrict to members within a minimum and/or maximum age.
- Gender: restrict to members with specific gender values.
- Profile field value: restrict based on a custom profile field answer.
- Membership required: restrict to members who hold an active membership, optionally in specific packages.
- Required groups: restrict to members who belong to a specific member group, such as a squad or coaches group.
- Required qualifications: restrict to members who hold a specific qualification, such as a coaching or first aid certificate.
See Eligibility rules for a full description of each rule type and how to configure them.
Eligibility rules only apply to ticket purchases, not RSVP. When a member does not meet the requirements, ticket purchase is blocked and the requirements are shown on the event details page so members can see what is needed before attempting to buy.
Saving
Click Save Event to create the event. For recurring events, the first occurrence is created immediately and future instances are generated as they come up.
To make a copy of an existing event, open the event detail page and use the Edit Event option. Existing events can also be used as a template when creating a new one.