Creating Calendar Events (Non-Meets)

Calendar Events are non-meet events such as banquets, socials or informational meetings that members can sign up (RSVP) to attend and/or work. 

>>Note: If you are looking to create meets ➞ See Creating Meets (Options)

Covered in this Article:

• Where You Manage Calendar Events
• Creating Calendar (Non-Meet) Events
• Event Details
• Jobs & Shifts
• Sign-up Status
• Auto Open & Close
• Limiting Capacity
• SwimTopia Mobile App 
• Reporting

Where You Manage Calendar Events

Non-Meet Calendar Events are managed from the Schedule > All Meets & Events tab in the Manage Team console. 

The events listed here will be by default from your site's "current season", which is set in the Seasons tab. To view meets and events in a different season, click on a season name on the left.

➞ See the Managing Seasons tutorial for more info on your current season.

Creating Calendar (Non-Meet) Events

Click the Add Calendar Event button for a new meeting or social event.

Event Details

➞ See the Meet & Event Details article for specific details on each field needed to describe your event.

Jobs & Shifts

Calendar Events (i.e., non-meets) can only have jobs scheduled by time of day because non-meets don’t have events. 

➞ See the Jobs and Shifts and Job Templates tutorials for more info on creating jobs and assigning volunteers for your meets and events. 

Sign-up Status

The status tab will show the current status of the RSVP and Job signup settings for non-meet events.

➞ See the Meet or Event Status article for details on each status option.

Auto Open & Close

For automation setting a time and date then checking the Automatically Open or Automatically Close box will make the RSVP open or close once the date has passed. 

RSVP Settings for Calendar Events

Click on the event name in your Schedule to edit RSVP and payment settings for this event.

>>Note: If you allow entry of comments, these will display underneath the Respondents name on the Replies screen.

Click Collect online payments for this event... and enter your fees if this event requires payment. 

>>Important Notes: We only support online payment via our payment vendor at this time. And as stated under the payments checkbox, events requiring payment cannot be edited at this time. If someone needs to change their RSVP you will need to track this outside of the system. Therefore, we suggest encouraging parents to respond once they have discussed who can attend.

Save your event settings when complete.

Limiting Capacity

Non-meet/RSVP calendar events cannot limit signups. For clinics or other paid events which require a limited capacity, you have a few options:

Option 1: Add these events as Merchandise items with limited slots and offer them for sale during Registration

Option 2: Create a separate registration form just to register to this event and either set up the event as a merchandise item as mentioned above, or use the Registration Limits feature.

➞ See our Merchandise article to learn more about this feature.

Option 3: Create a Calendar Event and set up a "Job" called "Stroke Clinic Signup" or something of the sort. Then create one "Shift" or multiple shifts if you want to break up by age groups or date/time etc. When you create the shift(s), you can limit signups by setting the "# Needed".

The RSVP part does not have a way to limit signups, so if you want to take payment thru this calendar event, you would have to watch those signups manually to close the RSVP status when full. Or you take offline payment and don't enable the RSVP part, just the "job" signup status.

I would make sure to communicate clearly to parents, because it won't necessarily make sense seeing a Job Signup button, but that's not configurable.

SwimTopia Mobile App 

At this time, signup from the app is only available for meet entry signup, not non-meet calendar events - i.e. socials, practices, EOY banquet. Your team site is mobile responsive, so parents can still RSVP for these events from a browser on their mobile phone. This capability will be added ASAP. This section will be removed once it is available.

Reporting

Once the event is Open, click Replies to view and download a CSV export of all RSVP responses.

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