How do I create an event?

Modified on Tue, 16 Jul, 2024 at 12:15 PM

You can create an event through the ‘Event Management’ module on GMS. To do this you will need level 2 or 5 permission to be able to do this.

To get started, go to 'Event list' and click ‘Add Event’. Then set the event details such as the event name, date and the description of the event. You can then add tickets, images and any other mandatory fields such as ‘Venue’ and ‘Type’ etc.

What to include in your event

Name: What is the event called i.e. end of season dinner.

Venue: This will automatically default at the club address, if any other venues need to be added this can be done in the ‘Organisation Admin’ module under ‘Venue Lists’.

Publish –This status will determine who can view and purchase the event:
Not Published – No one can view.
Publish to club staff – Certain roles and permissions can view.
Publish to GMS – Everyone on GMS associated to the club can view.
Publish to web site – Can be viewed on the club website.

Type: This is dependent on the event:

Public Booking
Social
Training
Dinner
Other
Festival
Club

Category: This is to do with club official events; however, this can be left blank:

Coaching
Referee
Safeguarding
Leadership and Management

Budget Code: Budget code linking to the clubs bank account, this is only dependent if club uses multiple bank accounts. Funds collected against each event be settled to the bank account linked to the budget code assigned. If no budget code is assigned then it will be settled to the default account.

Event Status: Automatically defaults to approved, however if an existing event has been created and has been cancelled due to certain circumstances the event status can be updated to ‘Cancelled’. If you’re still creating, this can be updated to the ‘Created’ status.

Description: Overall details about the event, what is included etc.

Notes: Further information about the event.

Tickets: Add different ticket categories e.g. Adult, Youth, OAP etc.

Schedule: Will the event occur once? If so, all you need to do is enter the From and To Date, and the From and To Time. The time is set every 15 mins e.g. 12:00, 12:15, 12:30, 12:45. If it is a ‘Repeating Event’, you will need to enter the ‘From’ and ‘To Date’, the ‘From’ and ‘To Time’ and the frequency of the event e.g., weekly, monthly, yearly.

Images: Add images to event, this will display on the club website.

When creating an event, you can add tickets to sell, but if it is not a ticketed event then this field can be left. It is possible to add the types of tickets, prices, whether these tickets are published and the types of vouchers for the event. Just click on the box ‘ Add +’ for the drop-down box to appear to add the type of ticket needed for the event.

Please note, that more than one type of ticket can be added. This also applies to adding a voucher type. If there isn’t a correct ticket type, select ‘New Ticket’

For new tickets

Type, insert name, and ‘Add’ and enter price and publish status:

Not Published – No one can view.
Publish to club staff – Certain roles and permissions can view.
Publish to GMS – Everyone on GMS associated to the club can view.
Publish to web site – Can be viewed on the club website.

Images can be added to an event which will display on the club website if published. To complete click ‘Save’ and once finished, the new event will show in the ‘Events list'.

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How do I create an event?

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