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Managing Event Information

The events of your club are stored as records in your club storage folder.

Events are associated to a given “Calendar”. Each club gets a dedicated calendar which you see by scrolling down within your club dashboard (beware: do not click the big button to show events because it will effectively only show your events and you will not see the calendar record itself):

The default calendar record associated to a club

There is not much to configure within this calendar record except the default list of reviewers:

Functions to automatically assign default reviewers

This will effectively lets you automatically populate a default list of members who should be granted access to reviewing the attendance (member participating or not) of the events you create. It is advised to keep those Lions functions (for a club calendar):

  • Club Censor
  • Club President
  • Club LionsBase Master

but you may of course adjust this configuration to suit your own preference.

General information

This form lets you manage general calendar event’s related information. Please note that some fields may be unavailable for you, according to the access rights you were granted.

Please note that according to the type of event you choose, some tabs may or may not be visible.

General information of the calendar event

Good to know: If some of the future events are not shown in the website, this is not a bug in LionsBase but an indication that the Webmaster of the club decided to limit the number of future events present in the website. Please read chapter Configuring the Events Plugin for details.

Nature

The exact list of “natures” depends on your position in LionsBase but two are particularly important:

  • Default: Nothing special, the event behaves as usual.
  • Closed event (invitation only): This makes the event really special in the sense that it will not be visible to anyone except for those members who were explicitely invited.

Allow external guests

This checkbox lets you invite external, non-Lions, members to your event. The invitation is sent by e-mail and the guests receive an access code which lets them accept or decline the invitation and answer additional questions on their own, similarly to regular Lions members.

Generate personal tickets

This checkbox enables the generation of a personal ticket for the event. Above all, this ticket embeds a QR-code which may be typically scanned by the LionsBase mobile application in order to automatically confirm the presence of the member to the event.

Location

The location of an event may be either arbitrarily defined or if you regularly meet at the same place, you may consider creating a location record with some additional information that will show up nicely in your website’s calendar.

Location of the calendar event

Please read chapter Managing Predefined Locations to learn how to create your own predefined location items.

Extended information

Extended information about the calendar event

Attachment

For events with registration, you may attach a file (e.g., a PDF with additional information). This file will be linked in the event’s summary.

Publicly promote in hierarchy

This checkbox is used to publicly promote your event in the hierarchy (club, zone, region, district, multi-district). The calendar plugin you put on your website may then be configured to show such events.

A typical use case would be to show important club events as part of a “multi-district calendar”.

Target groups

Target groups are used to prepare the personal calendar of each and every authenticated member.

Note

Target groups are taken into account for events at level zone, region, district or multi-district. That is, club events are implicitly public (in the sense that they are visible).

Hint

The list of available target groups is filtered according to the authorizations of the LionsBase Master and the level of the event. For instance events linked to a club calendar do not show zone, region, district or multi-district level functions. LionsBase Masters who were granted access to a given level solely will mainly only see the next-to lower level functions:

  • Access to Zone => Zone and Club level functions shown;
  • Access to Region => Region, Zone and Club level functions shown;
  • Access to District => District, Region and Zone level functions shown;
  • Access to Multi-District => Multi-District and District level function shown.

In addition to the functions, you find two special entries at the beginning of the list, namely “Everyone (public)” and “All members”:

Target groups for an event
  • Everyone (public): Any member will see the event and possibly will be able to attend it. E.g., a club event where members of other clubs are encouraged to participate.
  • All members: Not specifically targeted at given functions but event should be shown to any member in the Lions hierarchy. E.g., an event for a zone should be shown to all members of the clubs within the corresponding zone. There is a special case when a club event is targeted at “All members” in the sense that it will effectively target any member in the corresponding zone.

For more information on assigning authorizations to a member, please read chapter Member Authorizations.

Guest clubs

Guest clubs are particularly useful to denote the fact that an event is co-organised by more than one club. It will automatically publish the event to the corresponding club’s calendar.

Registration

You may choose to activate the registration module for the corresponding event. To do so, make sure to properly change the type of your event from “simple event” to a type supporting the registration.

Options of an event registration

Upon saving your event, the reviewer section will be populated automatically with members associated with the functions you selected within your calendar (read more). You may naturally change the default list of reviewers for a given event.

Questions

You may even require the member to answer a few additional questions during registration:

Questions related to an event registration

This example is a typical use case of yes/no answers which are then rendered like that in the LionsBase mobile application:

Additional questions as seen in the mobile application

Hint

For best user experience and summary in the mobile application (since version 4.3), you should better stick to the following types of questions:

  • Checkboxes (yes/no answers)
  • Radio buttons (choosing one option among a few like ordering “menu 1”, “menu 2” or “menu 3”)
  • Numeric field (e.g., “Number of additional children”)

Warning

Using radio buttons with “yes” and “no” as options instead of a checkbox is really not a clever idea since it results in both a bad user-experience from the member’s perspective and graphs of answers in the mobile application which are much less intuitive.

Documentation created using Sphinx 1.8.3 and integrated in TYPO3 with restdoc.