Creating an Event

In the Clubspark Events Module - you can create 4 types of events and the ability to add a custom Event. 

• LTA Barclays Big Tennis Weekends

• LTA Custom Competitions

• LTA Open Days
• LTA Team Challenge
• + The custom category 

To access the Events module, you need to have a either Super Admininistrator, Admininistrator or Events Administrator role.

First go to the Events Module - this is accessed by clicking on the Events icon on the left hand side of the Admin area.

Online payments:  If you want to collect online payments for your event, you will need to set up a Stripe account. If you do not see the blue bar at the top of the page, then a Stripe account is already linked.  

Please note: If your event is free of charge, you do not need to set up Stripe.

We have split this article into 3 sections to help you easily find the relevant section:

• Adding a New Event
• Adding a Session to an Event
• Editing your Event

Adding a New Event

Depending on which event you have chosen to add, there will be some differences. This guide will cover how to create a custom event. First you will have created a new category for the custom event to sit under. The other categories are set e.g. LTA Barclays Big Tennis Weekends

Step 1: Go to the category, and select 'Create a new Event'

Step 2: Enter the details: 

 

Status:  Here you have a choice of the below in the drop down. You can change the status at any time. 

• Hidden: The Event is not available to anyone.Use this setting while you are making changes to avoid confusion
• Public: The Event will be available to all and will appear in search results 
• Direct link only: The Event will not appear in search results, but will be available via direct links 
• Archived: The Event is no longer available at your venue and will be moved into the archived section 

Your reference:  This is only seen as an administrator, but useful to differentiate between events. It is a code for the event which will help you identify it in the admin area (eg. BBQ2024). 

Event Name: This is the name of your event that customers will see when searching or booking

Description and confirmation:  You can fill this out to provide more information about the event. The confirmation will show when the person has signed up. You may want to thank them for signing up and include information on what to bring on the day. 

 

Reminder Emails: You can turn this on, so people who have signed up receive email information. You can add hyperlinks to other websites or documents. 

Dates: Here you can select the date(s) you want to add. You may want to have an multiple events you can do this by clicking 'Add date'. Initially just set the time for one. You will be able to edit the time for the individual dates later. 

Contact details: Contact name, email and phone number are mandatory fields. 

Venue: If you start typing in your venue name, it should appear in the drop down. If you are holding the event in a facility not yet registered with the LTA, you will need to select 'Request new venue'

Policies: Here you can add a policy for your event. The person registering for the event will need to accept the terms and conditions set out before proceeding. You can leave this blank and add this later if needed. It is not a mandatory field. It can be uploaded as a PDF or DOC file. 

Cover Photo: You can upload a cover photo for your event, please upload a photo using the recommended dimensions. 

Costs: Here you can select which payment method you would like to offer you can choose online, offline or both. There will be an instruction box for offline payments. You can also offer a member discount, based on 'user selection' where they can choose if they are a member or not or 'based on the user's membership status' which would pull through from the membership module. 

Participant Cancellations:  If enabled, participants can cancel themselves via their account. If you do not enable this, then they would need to contact the venue directly to cancel. 

Auto-refund: When enabled your participants who have paid online will receive an automated refund when they cancel. You can set a date when this is possible. They will never be able to cancel and receive a refund after the start of the event. 

Step 3: Select 'Save Event', you will be able to come back and edit the event after you save.

Please note: if you have set it to public status, it will be available as soon as you click save. 

When the event is created you will be able to edit the event - click 'Edit Event' found in the top right of the screen. Here you can also copy and open the link for the event as shown below: 

Adding a Session to an Event

Sessions are activities that will happen during your event. You can have one or many events to register on each day. For example, you may want to offer age related activities - such as a session for 4-8 year olds and one for 8-12 year olds or different types of activities, i.e. a cardio session, a group session or a session where your members can bring a friend. You can set these at different times of the day, or you can just have 'an open day' where you ask people to register and they just turn up. There are no limits to how many sessions you want to add. 

Step 1: Select '+ Add new session'

Step 2: Add the session details:

Status:  This will pull from you event, but you can edit each session individually if you have more then one. 

Activity: Choose an option from the drop down. 

• • Cardio Tennis
  • Family Time
  • Free Play
  • LTA Youth Start
  • Other
  • Tennis Xpress
  • Adult
  • Junior
  • Disability 
  • General Attendees
  • Any
  • Custom Activity - when selected you can add the activity name

Date:  Select the date you are creating this for. 

Time: Enter Start time

Duration: The length of the session - The range is from 15 minutes to 480 minutes. (480 minutes=8 hours) 

Gender:  Choice of All, Women or Men

Minimum and Maximum Age:  This is not mandatory but you can choose age groups as a guide

Capacity: This is the max number of participants that can register. Once reached capacity- session will show as Full. 

Cost:  This is the cost of the session - not the full event. You can also add a member cost if appliciable 

Step 3: Select 'Save session', if you want to add another sessions select 'Save and add another session'.

To edit or delete a session go back to the event page, click on the session and select 'Edit session'.

Editing your Event

Once an event is made you can edit that event or edit the session within that event. 

• To edit the event, click into the event and click 'Edit Event'.  
• To edit the session details, after you click into the event, click into the session, then click 'Edit Session'.  
• To delete a session, click on the session and you will have the option to delete a session. Please note:  If you have any participants on your sessions you will NOT have the option to delete, but you can cancel a session.