Creating Calendar Events (Banquets, Socials, Meetings...)

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

Covered in this Article:

• Where You Manage Calendar Events
• Creating Calendar Events
• Event Details
• Jobs & Shifts
• Sign-up Status
• Auto Open & Close
• RSVP Settings for Calendar Events
• Charging a Fee for your Event?
• Limiting Capacity
• SwimTopia Mobile App 
• Reporting

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?

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). 

➞ 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.

» Note: We do not support online payment for RSVP / Non-meet events at this time, and will need to determine whether we can provide the level of functionality required in a future release.

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