Event Calendar

The Basics

The calendar facility allows you to enter information about events to be held in your club in the future. You don't have to enter all events in advance, nor you have to enter the complete event information at once - you can always update it later. When creating a new event you must define at least one session date/time. The pages that display calendar information automatically discard information on old events, that are purged from the database when the last session is over.

You must use the Web Admin Facility to manage the event calendar, ie. to add new events and modify existing ones.

Web Entry To Events

Web entry is automatically enabled when:

• the event is not walk-in event, and 
• you specify the email address to which the web entries are automatically sent.

Online entry remains available until, and including, the day event starts. If you want to close online entries sooner than that, you can use Entry Open? field.

When you create a new event with web entry enabled, the system automatically sends you a test email message, to check that the email address specified is correct. You should check if you received this test message as soon as possible. If you haven't, you should check what you entered as an email address to receive on-line entries.

Any changes regarding event trigger automatic emails to interested parties. For example:

• If you modify information regarding the event (eg. you added prize information), a reminder email is automatically sent to all players who submitted their entries via web and provided their email address for notices.
• If players change their information, for example, add a new team member, the system automatically sends you an email notification of this.
• If players withdraw from the competition, you also get the notification automatically.

You can also make entry to the competition conditional on acceptance of specific terms. You provide the text of the condition(s) and the online entry form will feature a checkbox that contestants must check as a confirmation of understanding and acceptance of terms.

Calendar Sharing

The calendar pages also contain a link that allows your visitors to download the club's event calendar into their computers, tablets and smartphones. Each event form contains fields where you can specify when the alerts for that event should be activated on the devices, typically to remind players that the time to enter the competition is running out, and also to remind them of the actual session start. Very useful for those forgetful ones.

Calendar Rollover

The event calendar for most clubs doesn't change much from year to year. However, especially for clubs that have many events, the task of creating the new calendar is rather tedious. This feature allows you to cut down on that work. It populates the next year's provisional calendar with the events from the previous 12 months. You can then use drag-and-drop with your mouse to place events exactly where they should be. Once you're done, you can declare the calendar ready. You can even export it to a file that would allow you to easily create brochures.

Regular Schedule Exceptions

Frequently, around public holidays, the club's regular session schedule is disrupted and sessions are either moved to a different time/day or completely canceled. The calendar facility allows you to define these exceptions and then they get overlaid against the regular weekly schedule and corrections are applied.