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Events and answers

Create an event, pick who it's for, send the invite, and follow who's going, who's on the waitlist and who came.

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An event in Clubroom is anything members should turn up to: a summer party, a general meeting, a working day at the clubhouse. Members answer with one tap from their email or their card, and you see the list fill up. For a training that repeats every week, see How to run a team.

1. Create the event

  1. Go to Events, and click New event.
  2. Give it a Title, and optionally a Description and a Location.
  3. Set when it Starts and Ends. Times are in the club's time zone.
  4. Optional: the number of Spots. Left empty, there's no limit.
  5. Optional: Answer by, a deadline for answers. Without one, members can answer until it starts.

2. Pick who it's for

Under Who it's for, choose one:

  • All active members: those who are paid up, expiring soon or new.
  • A segment: members in one of your saved segments, say a team or the volunteers.
  • Everyone: every member, whatever their status.

3. Send the invite

  1. Keep Email an invite on, and click Create event.
  2. Everyone in the audience who gets club news gets an email with an Answer button.

Turned it off, or want to wait? Open the event later, click Email invite, then Send invite. The invite goes once: members who lose it can still answer from their card.

4. How members answer

  1. They tap Answer in the email, or open the event from their card.
  2. They pick Going, Maybe or Can't go. They can change it until the deadline, or until it starts.
  3. When the event is full, Going puts them on the Waitlist. When someone drops out, the first in line moves up and gets an email that the spot is theirs.

Want paying to matter? Go to Settings › Members, and turn on Lapsed members can't say yes to events. A member whose membership has ended then sees a note on their events page instead of the answer buttons, and can't say Going or Maybe until they've renewed. Events they haven't answered show no buttons. On ones they've answered, Can't go still works and their answer stays. The note has a Renew membership button when your club takes renewals online; otherwise it tells them to contact the club. You can still add an answer for them yourself. It applies to events open to everyone or to a segment that could include them, since events for members already leave them out.

The day before, everyone going gets a reminder with a link to change their answer, so a spot they can't use goes to someone else. An event added at short notice gets its reminder on the day.

5. Follow the answers

Open the event on Events. The counts at the top show who's going, maybe, can't go and on the waitlist, and how many spots are left. Under Answers:

  1. Filter the list with Going, Maybe, Can't go or Waitlist.
  2. Someone answered by phone or at the door? Use Add an answer: find the member, pick their answer, and click Add.
  3. To change an answer for them, open the … menu on their row, and pick Mark as going, Mark as maybe or Mark as can't go.
  4. Once it has started, set each row's Attendance to Came or Didn't come.

Need the list on paper or in a spreadsheet? Under More, Export answers gives a CSV with names, emails, answers and attendance. Only owners and admins can export it.

6. Change or cancel it

  1. Click Edit, change what you need, and click Save changes. Members who answered keep their answer.
  2. Keep Email members who answered on, and if the time, place or number of spots changes, those going, maybe going or on the waitlist get an email with what changed.

To call it off, choose Cancel event under More, and confirm with Cancel event. Everyone who's going, might go or is on the waitlist is told it's off. A cancelled event can't be changed or brought back.

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