Creating Calendar Events (Banquets, Socials, Meetings...) – SwimTopia Help Center

PREMIUM

This feature is available to our Premium customers.

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

» Note: If you are a SwimTopia customer looking to create swim meets, ➞ See Creating Meets (Options), or if you are a Team Topia customer, ➞ See your version at Team Topia - Creating Calendar Events

Where You Manage Calendar Events

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 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 can have jobs scheduled by time of day.

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

Sign-up Status

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

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

Auto Open & Close

For automation setting a time and date and 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 Settings for this event.

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

Charging a Fee for your Event?

We do not support online payment for RSVP / Non-meet events at this time.

If you need to charge for your event, you can create the event fee as a merchandise item and use the merchandise offer snippet to collect the fee on your online store (or any web page on your team site).

If you provide discounts to your board etc, and you don't want to create a separate merchandise item for each price, you could set up one and list each price as an option like the example below. It's a choice for you to make on which looks better when you add the snippet wherever you want on your website -- one banquet item with choices, or two banquet items.

Here's a quick example I did to show you the setup for one banquet item with pricing options.

Manage Team > Merchandise View:

When you create the Board option, that's when you want to check the price override, so you can put the price they get. Then the other option is for the regular buyers, which will get the full price by not checking that price override box:

Then from the website view, you would add your Merchandise Offer Snippet on the page or pages you want to be displayed. (click the link above to learn how to add your banquet "merchandise" item to your website)

A few things to keep in mind:

These payments will be tracked under your Merchandise > Orders tab, so it's actually better report tracking than before.
Merchandise limits are not supported thru the website/store (only during registration)
"Buyer Pays" processing fees is not supported outside of registration, so I would think about what you want to charge considering the 3.4% + 30¢ per transaction fee.
If you just want to take a headcount and not charge a fee for certain members, you can add an item at $0.00
You can refund the parents if they make the wrong selection and have them re-purchase, or have them cut you a check for the difference, but I suggest stressing to your parents that they need to make the correct selection to make it easier on you. Your team will lose that fee if you refund the families the full amount, but you can choose to do a partial refund and keep the fee.

➞ See our Merchandise and Setting up the Online Store articles to learn more about these features.

➧ Other options: Set up your event using an established event management tool such as Signup Genius Eventbrite, or collect your event fee via check.

Limiting Capacity

Calendar events cannot limit signups. For clinics or other 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 to register for 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 "Timing Clinic Signup" (for example). 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".

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

➞ See Practice Signup Configuration Options for more on this topic.

SwimTopia Mobile App

Currently, signup from the app is only available for swim meet entry signup, not calendar events - i.e. socials, practices, EOY banquet.

The team sites are mobile-responsive, so everyone can still easily access the signup calendar using a browser on their phone until this is available in the app. There's also a "Visit Website" link at the top of the app when you log in to take users there faster as well.

Reporting

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

hcmanageschedule hcmanagescheduleaddcalendarevent hcmanageschedulecalendareventedit hcmanageschedulecalendareventstatus hcmanageschedulecalendareventrsvpsreplies hcmanageschedulecalendareventrsvpssettings hcmanageschedulecalendareventjobsjoblist hcmanageschedulecalendareventjobsreports hcmanageschedulecalendareventfiles