Managing the Club Calendar

The club calendar is the central place to manage all your club's events, including regular club nights, matches, training sessions, social events, and meetings.

Accessing the Calendar

Navigate to Admin > Calendar from the sidebar to access the admin calendar view.

Calendar Overview

The calendar displays events in a monthly grid view. Each day shows events with their time and title, colour-coded by event type.

Navigation

• Previous/Next Month: Use the arrow buttons to navigate between months
• Today: Click the "Today" button to quickly return to the current month
• Click a Day: Click on any day to create a new event on that date
• Click an Event: Click on any event to view its details, edit, or delete it

Filtering Events

Use the event type filters above the calendar to show only specific types of events. Click on an event type badge to toggle it on/off.

Creating Events

Single Events

1. Click the New Event button or click on a day in the calendar
2. Fill in the event details:

- Title (required): Name of the event

- Event Type: Select from your configured event types (determines colour)

- Date: The date of the event

- Start Time: When the event begins

- End Time: When the event ends (automatically calculated based on event type default duration)

- Venue: Where the event takes place — choose from four options:

- Club Venue — select from your saved venues

- Online — enter a meeting URL (e.g., Zoom or Google Meet link)

- Manual Venue — enter a one-off venue name, address, and what3words

- No Venue — for events that don't need a location

- Description: Additional details (optional)

- Max Attendees: Optional limit on how many members can join (leave blank for no limit). If the event is at a venue with a default capacity set in venue schedules, this auto-fills.

- Tag Visibility: Restrict event visibility to members with specific tags (optional)

1. Click Create Event

Tip: Use Manual Venue for one-off locations like an away social event or AGM at a hotel. For venues you use regularly, add them in Admin > Settings > Venues so you can select them from the dropdown.

Match Events

When you select Match as the event type, additional fields appear to capture match-specific details:

1. Select Match from the Event Type dropdown
2. Fill in the match details panel that appears:

- Home Team: Select which of your club's teams is playing

- Opposition (required): Enter the name of the opposing team or club

- Home/Away Toggle: Switch between home and away match

1. For home matches: Your club's primary venue is used by default
2. For away matches: Additional venue fields appear:

- Venue Name: Name of the away venue

- Address Line 1: Street address

- Address Line 2: Additional address info (optional)

- City: Town or city

- Postcode: Postal code

- what3words: Three-word location to help players find the venue

#### Understanding Home vs Away

• Home Match: The match is played at your club's venue. Toggle the switch ON (right side)
• Away Match: The match is played at the opposition's venue. Toggle the switch OFF (left side) and fill in the away venue details

This distinction helps members know where to go and ensures the correct venue information is displayed in their calendar.

Recurring Events

For events that repeat regularly (e.g., weekly club nights):

1. Click New Event
2. Fill in the basic event details
3. Switch to the Repeat tab
4. Configure the recurrence pattern:

- Daily: Event repeats every day

- Weekly: Event repeats on the same day(s) each week

- Every 2 Weeks: Event repeats fortnightly

- Monthly: Event repeats on the same date each month

1. For weekly events, select which days the event should occur
2. Set the end of the series:

- Number of occurrences: Event repeats a set number of times

- End date: Event repeats until a specific date

1. Click Create Event

The system will generate all occurrences of the recurring event in the calendar.

Editing Events

Single Events

1. Click on the event in the calendar
2. Click Edit in the event details popup
3. Make your changes
4. Click Update Event

Match Events

When editing a match event:

• You can change the home team, opposition, or home/away status
• If changing from home to away (or vice versa), remember to update the venue accordingly
• If you change the event type away from Match, the match details will be removed

Recurring Events (Series)

When editing a recurring event, you can choose to:

• Edit this event only: Creates a one-off exception to the series
• Edit the series: Updates all events in the series

To edit the entire series:

1. Click on any event in the series
2. Click Edit
3. Make your changes
4. Click Update Series

Cancelling Events

Rather than deleting events, you can cancel them. Cancelled events remain visible but are marked as cancelled.

1. Click on the event
2. Click Cancel Event
3. Confirm the cancellation

Cancelled events show with a strikethrough and a "Cancelled" badge.

Cancelling Individual Events from a Recurring Series

You can cancel a single occurrence of a recurring event without affecting the rest of the series:

1. Click on the specific occurrence in the calendar
2. Click Cancel Event
3. Confirm the cancellation

The system creates a "series exception" — that individual date is cancelled while all other occurrences continue as normal.

Deleting Events

Single Events

1. Click on the event
2. Click Delete
3. Confirm the deletion

Recurring Events

When deleting a recurring event, you can choose:

• This event only: Deletes just this occurrence
• This and all future events: Deletes from this date onwards
• All events in this series: Deletes all occurrences

Event Types and Colours

Events are colour-coded based on their event type. You can configure event types in Admin > Settings > Event Types. Common event types include:

• Club Session (blue)
• Match (red) - System type with special match fields
• Training (green)
• Social (purple)
• Meeting (gray)

Each event type also has a default duration, making it faster to create events.

Note: The Match event type is a system type that cannot be deleted or renamed. It has special functionality for tracking match-specific details like teams, opposition, and venue information.

Tag-Based Visibility

Events can be restricted to members with specific tags. For example:

• A "Team Training" event visible only to team players
• A "Committee Meeting" visible only to committee members
• A "Junior Session" visible only to junior members

If no tags are selected, the event is visible to all members.

Managing Attendees

When viewing an event, the attendee section shows who has joined.

Adding Attendees (Admin)

1. Click on an event in the calendar to open its details
2. In the attendee section, click Add
3. Search for a member by name
4. Select the member to add them as an attendee

Note: Adding attendees as an admin overrides capacity limits — you can add members even when the event is full.

Removing Attendees

Click the remove icon next to an attendee's name to remove them from the event.

Attendee Management on the Edit Page

When editing an event, an Attendees card appears below the event form. This provides the same add/remove functionality in a dedicated section, which is useful when managing larger groups.

Capacity Limits

For events with a Max Attendees value set, members cannot join once the event reaches capacity. However, admins can still add attendees beyond the limit using the admin add function described above.

Venues

When creating an event, you choose how the venue is specified:

| Venue Mode | When to Use |

|------------|-------------|

| Club Venue | Regular sessions at your saved venues (primary venue pre-selected) |

| Online | Virtual events — enter a Zoom/Meet URL that members can click to join |

| Manual Venue | One-off locations not in your venue list — enter full address details |

| No Venue | Events that don't need a physical or online location |

Configure your club's saved venues in Admin > Settings > Venues.

For match events, the venue handling works slightly differently:

• Home matches: Use the standard venue selector — your club's venue
• Away matches: Use the separate away venue fields to enter the opposition's address and what3words

Venue Closure Warnings

If a venue has a closure recorded for the event date, you'll see a warning on the calendar and when creating events. This helps you avoid scheduling at venues that are unavailable.

Importing Events from CSV

For bulk event creation, you can import events from a CSV file. This is useful for:

• Setting up a season's fixtures
• Migrating from another system
• Creating multiple events at once

Accessing the Import Feature

1. Go to Admin > Calendar
2. Click the dropdown arrow next to the New Event button
3. Select Import Events

Download the Template

Start with the provided template to ensure correct formatting:

1. On the file upload step, click Download Template
2. Open in your spreadsheet application
3. Fill in your events following the example rows
4. Save as CSV

Available Import Fields

| Field | Required | Format |

|-------|----------|--------|

| title | Yes | Event name |

| start_date | Yes | YYYY-MM-DD |

| start_time | Yes | HH:MM (24-hour) |

| end_time | No | HH:MM (24-hour) |

| description | No | Text |

| venue_name | No | Matches existing venues |

| event_type | No | Matches existing types |

| tags | No | Comma-separated |

| is_recurring | No | true/false |

| recurrence_rule | No | RRULE format |

| recurrence_end | No | YYYY-MM-DD |

| home_team | No | Team name for matches |

| opposition_name | No | Opposition for matches |

| is_home_match | No | true/false |

| division | No | Division/league name |

Recurring Events in Import

To create recurring events via import, set is_recurring to true and provide a recurrence rule:

• Weekly: FREQ=WEEKLY;BYDAY=TU (every Tuesday)
• Fortnightly: FREQ=WEEKLY;INTERVAL=2;BYDAY=TH (every 2 weeks on Thursday)
• Monthly: FREQ=MONTHLY;BYMONTHDAY=15 (15th of each month)

Set recurrence_end to specify when the series ends.

The Import Wizard

The import follows a 4-step process:

1. Upload: Upload your CSV file (or download the template)
2. Map Fields: Connect your CSV columns to event fields
3. Validate: Review validation results - fix any errors
4. Import: Confirm and import the valid events

After import, you'll see a summary of imported events, any skipped duplicates, and any errors encountered.

Best Practices

1. Use consistent event names: "Tuesday Club Session" rather than varying names
2. Set up recurring events: For regular sessions, create them as recurring to save time
3. Use event types: Helps members quickly identify event types at a glance
4. Add descriptions: Include useful information like court bookings or special instructions
5. Cancel rather than delete: Keeps a record and prevents confusion if members saw the event
6. For matches: Always select the correct team and enter the full opposition name for clarity
7. For away matches: Include complete venue details so players can navigate there

Troubleshooting

Events not showing

• Check the event type filters - you may have filtered out certain types
• Verify the event date is within the visible month
• Refresh the page to reload the latest data

Can't edit recurring event

• Ensure you have committee permissions
• For generated recurring events, you need to edit the series
• You can view series details by clicking the Series tab when editing an event

Wrong venue shown

• Update the venue in the event settings
• Check the primary venue in Settings > Venues
• For away matches, ensure the home/away toggle is set correctly

Match details not saving

• Ensure you have selected the Match event type
• The opposition name is required - check it's filled in
• For away matches, at minimum enter the venue name

Related Topics

• Managing Venues
• Configuring Event Types
• Club Settings Overview
• Member Calendar View