Creating an Event

Posted by Ian Ballantine on May 03, 2023
2022-23 2023 Website
This article is intended to be an aid to members given responsibility of creating / editing what are termed as "events" within the Events module of ClubRunner.
Note that events added via this module automatically appear on the Home Page, Events Page, Club Bulletin and in people's calendars if they are synch'd (instructions below)
It is suggested you have this article open in one Tab of your Browser and open the Events module in another.
 
This is the link to the Events Module - here
This is a link to ClubRunner Help on the Events Module - here
This is the link to the Help page for getting the Club's event calendar synch'd with your Google or Apple calendar - here
This is the link to the Club's current event list - here
 
In member area, find main menu option Events
Select Event Planner - direct link here
To edit an existing event, select Open against that event
To create a new event, select Create A New Event
(It is possible to create a new event by copying an existing one. On the Event Planner page, against an existing event is an option to Copy. THIS IS NOT RECEOMMENDED)
 
Create New Event:
  • Event Name - self explanatory
  • Event Code - ignore, we don't use it
  • Status - self explanatory
  • Event type - use pull down list (we can add to list if necessary)
  • Start date and time - use calendar button for date. Type in time, making sure you specify AM or PM
  • Type in description of event. It is suggested that if the event will also be on Zoom, include the following (copy and paste so you get the link)

    Meeting will also be available on Zoom

    Meeting ID 3532621046 Pwd 3191 or click here.

    If you are including any other links in your description, like  a link to a speaker's website, make sure you set it to open in a new window.

  • Enable registration - self explanatory, usually Yes
  • Image: Here is where an optional image is uploaded for the event. This image, usually a .jpeg must be on your computer. The size of the image should be kept to only 600 or so pixels as any larger is unnecessary and takes more time to load. Hit the Browse button to find the image on your computer and upload.
  • Event chair - use pull down list of members. Email and phone number will follow automatically
  • Location and address - self explanatory. This is not just for information but also links to the Map App (Google Maps)
  • Map override Latitude and Longitude - use this when address is insufficient for accuracy. A good example of this is for Cilantro:Cilantro Restaurant - refer below
  • Leave remaining options as default. If event, for some reason doesn't have an address, click "No" on Show Map?
  • Save Event
  • Go to the Events page on the Club website here and review, including testing any links you've included and reviewing the map.
     
  • When inserting address for Cilantro, use the following:

    Cilantro Restaurant
    Holmesglen University Moorabbin Campus
    488 South Rd
    Moorabbin
    3189
    -37.938713
    145.04982
Registration Options
  • You can change date and time of registration "window" but generally not necessary.
  • Allow Public registration permits non members to register - generally make "Yes"
  • Allow members to Register Guests - generally make "Yes"
  • Copy event chair on new registration emails? generally make "Yes"
  • Enable comments on registration page? Generally only a "Yes" if we are inviting registrants to give feedback at time of Registration - eg food order
  • Custom email message - usually not required.
Invitations
  • Step 1 -Select recipients
    • Choose "By Status" group  Active Members - Uninvited
    • Suggest you click all then un-select individual members, eg those away
    • Note any member who has already registered will automatically NOT be in this list
  • Step 2 - Compose email
    • Select Template step 1- Custom
    • Select Template step 2- choose template that suits email - eg if it's the first invitation, choose Meeting 1st Reminder
    • Click Insert and agree
    • Now you will see the body of the email with many field that will fill automatically ($ sign)
    • You can enhance what is said by inserting your own text and even an image
    • When inserting an image it is recommended to reference an existing image by copying and pasting it's location and then modifying it's size to reduce it to about 200 pixels wide. Refer procedure below for detail.
  • Send Email
    • It is strongly recommended that you take option to "Send to Myself" before sending it to the list established in Step 1 so you can review
    • Once happy, click Send
  • Follow Up Emails
    • Follow same procedure except choose addressees in the Undecided category - IMPORTANT as it will ensure that people who have already registered or declined will not receive an email
    • Choose appropriate Template
Other Emails
  • You can send emails that are NOT invitations - useful when you need to contact attendees
  • Click on New Email and choose correct Status
  • Use default format and compose your message
Note we can create additional templates as required
 

Entering an image in an email, story etc that is already on the "net" as opposed to only on your computer

  • In a separate Tab, find the image you want to include and right click "copy image location" or select "open image in new tab" then copy the URL of that image when in the new tab.
  • In the edit area of the email, story etc, click on "Image" and a smaller window will open called image properties
  • Paste the image location in the default Image Info URL - wait
  • After a moment the image should start to appear as will it's dimensions
  • Alter dimension (width) if necessary and ensure padlock is closed
  • Alignment will default to centre
  • Click OK