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Managing Venues

Learn how to set up and manage venues, schedules, closures, and what3words locations

6 min read
Updated 6 days ago
For Committee
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Managing Venues

Venues are the locations where your club plays, trains, and holds events. You can configure multiple venues with full address details, what3words locations, weekly schedules, and temporary closures.

Accessing Venues

Navigate to Admin > Settings > Venues from the sidebar or settings page.

Why Use Multiple Venues?

Your club might use different venues for various activities:

  • Primary venue - Main club nights and training
  • Match venues - League matches at different sports halls
  • Social venues - End of season events, AGMs
  • Training facilities - Coaching sessions

Creating a Venue

  1. Click Add Venue
  2. Enter the venue details:
- Venue Name (required) - e.g., "Sportshall Community Centre"

- Address Line 1 - Street address

- Address Line 2 - Building, floor, etc. (optional)

- City / Town - e.g., "London"

- Postcode - UK postcode format

- what3words - Three-word location (e.g., filled.count.soap) for precise directions

  1. Toggle Primary Venue if this should be your default venue
  2. Click Create

what3words

what3words divides the world into 3m squares and gives each one a unique three-word address. Adding a what3words location to your venue helps members find the exact entrance or car park.
  • Enter just the three words separated by dots (e.g., filled.count.soap)
  • Members will see a clickable link that opens the location on the what3words website
  • what3words is also available on away match venues when creating match events

Primary Venue

Your primary venue is special:

  • It appears in invitation emails sent to approved applicants
  • It's the default venue when creating new events
  • It's marked with a star in the venues list
  • It cannot be deleted (set another venue as primary first)

Changing the Primary Venue

  1. Click the Edit button on the venue you want to make primary
  2. Toggle Primary Venue to on
  3. Click Update

The previous primary venue will automatically be demoted to a regular venue.

Editing a Venue

  1. Click the Edit (pencil) button next to the venue
  2. Update the details as needed
  3. Click Update

Changes take effect immediately and will be reflected in:

  • New events using this venue
  • The venue selector throughout the system

Deleting a Venue

  1. Click the Delete (bin) button next to the venue
  2. Confirm the deletion
Note: You cannot delete a venue if:
  • It's set as the primary venue
  • Any events are using this venue

If events are using the venue, you'll need to update those events to use a different venue first.

Weekly Schedules

Record which nights and times your club uses each venue. This helps committee members and new members understand your regular timetable.

Adding a Schedule Entry

  1. Click the clock icon next to the venue to open the schedule dialog
  2. Click Add Schedule
  3. Fill in the details:
- Day of Week - e.g., Monday, Tuesday

- Start Time - When your session starts

- End Time - When your session ends

- Label (optional) - e.g., "Club Night", "Training", "Juniors"

- Default Capacity (optional) - The default maximum number of attendees for events at this venue on this day. When creating events at this venue on a matching day, the max attendees field will auto-fill with this value.

  1. Click Save

Managing Schedules

  • View all schedule entries for a venue in the schedule dialog
  • Edit an entry by clicking the pencil icon
  • Delete an entry by clicking the bin icon and confirming
Tip: Schedules are informational — they don't automatically create events. Use the calendar to create actual events.

Venue Closures

Mark venues as temporarily unavailable for holidays, maintenance, school exams, or other reasons. Closures appear as warnings on the admin calendar.

Adding a Closure

  1. Scroll down to the Venue Closures section on the venues settings page
  2. Click Add Closure
  3. Fill in the details:
- Venue - Select which venue is closing

- Start Date and End Date - The closure period

- Reason (optional) - e.g., "School half-term", "Floor maintenance"

- All Day toggle - Turn off to specify specific times the venue is unavailable

  1. The dialog shows how many events are affected by this closure
  2. Click Add Closure

How Closures Appear

  • On the admin calendar, dates with venue closures show a warning icon
  • When creating an event, you'll see a warning if the selected venue has a closure on that date
  • Closures are listed in a table with venue name, dates, and reason

Deleting a Closure

Click the bin icon next to a closure and confirm the deletion. This is useful when a planned closure is cancelled.

Venue Address Format

For UK venues, addresses should follow the standard format:

Street Name and Number

Building or Floor (optional)


Town or City


Postcode
Postcode validation: The system validates UK postcodes. Make sure to enter them in the correct format (e.g., SW1A 1AA, M1 1AA, EC1A 1BB).

Duplicate Detection

The system prevents you from creating venues with the same name (case-insensitive). If you try to add a venue called "Sports Hall" when one already exists, you'll see an error message. This also applies when renaming an existing venue.

Best Practices

  1. Keep names consistent - Use official venue names for clarity
  2. Include full addresses - Helps members find venues easily
  3. Add what3words - Helps members find the exact entrance or car park
  4. Set up schedules - Helps new members understand your regular timetable
  5. Log closures early - Gives committee time to plan around venue unavailability
  6. Update promptly - Change details if venues move or rename
  7. Set primary correctly - Choose your most-used venue as primary

Integration with Events

When creating events on the calendar, you can choose from four venue options:

  • Club Venue - Select from your saved venues (primary venue pre-selected)
  • Online - Enter a meeting URL for virtual events
  • Manual Venue - Enter a one-off venue address for events at locations not in your venue list
  • No Venue - For events that don't need a location

Match events can also specify away venue details including what3words.

Troubleshooting

"Cannot delete: events using this venue"

You need to update or delete the events using this venue before you can delete it.

"Cannot delete the primary venue"

Set another venue as primary first, then delete the original venue.

Postcode validation failing

Ensure the postcode follows UK format. The system accepts formats like:

  • SW1A 1AA
  • M1 1AA
  • EC1A 1BB
  • B1 1AA

what3words validation failing

Enter exactly three words separated by dots, with no spaces or special characters. For example: filled.count.soap.

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