To access the module go to Management > Events.
A typical use of Organizing is e.g. a working party or help with organizing any event, e.g. a match, tournament, conference, …. The main difference compared to an e-application or a nomination/invitation is that here you will not find the option to link the event with a payment that the participant is to pay for the event. What remains, however, is the essential function of setting a bonus (in money or points) that is credited to the participant’s member account for helping out.
E-applications
An e-application is one of the four types of events that can be created in the EOS platform. They can be linked with an automatic payment for the participants and their most frequent use is for training camps, camps or, for example, seminars.
Working with member accounts
Member accounts are virtual accounts of the members of an organization on which it is possible to record positive and negative transactions manually or automatically. It is thus possible to keep records of e.g. rewards or bonuses for members for their activity, or on the contrary to deduct participation fees or fines. All of this with transactions created manually or automatically.
Click the button with the “+” icon.
Select either New event and then Organizing, or choose Organizing directly.
Event type – select from the types created in Settings > Events > Event types.
Event types
Create and set up custom event types suitable for your organization. These will be assigned to individual events, which will behave according to the parameters set in each type.
Name – the event name shown to interested members
Short description – space for basic information that is visible with the event in the Member zone without having to open the event detail
Description for public screens – when using the Public screens feature you can add an event description that will be shown on the public screen
Start and End (date and time) of the event
Place
you select a place pre-created in the Management > Places
Event places
Create a catalogue of your own places, which you can then assign to events. You can also group places into categories.
after ticking Fill in the place manually you can write in any of your own
Description – space for more detailed information about the event
Choose whether the event will be for the whole organization or for specific team(s).
You can also limit it to only certain subgroups, if you have them created.
E-applications, nominations, organizing
E-applications, nominations and organizing are, alongside common events, further kinds of events in the EOS platform.
Determine the capacity (unlimited or a specific number with a number of substitutes).
Set the date from when to when it will be possible to sign up. If you do not set the date, sign-ups run from the activation of the event until its start.
Choose the type of bonus that members will get for attending:
none
per attendance – the amount is not affected by the length of the event
per hour – the final amount is calculated according to the length of the event
When selecting per attendance / per hour you need to select the Member account to which the bonus will be credited after the event ends and attendance is confirmed.
Working with member accounts
Member accounts are virtual accounts of the members of an organization on which it is possible to record positive and negative transactions manually or automatically. It is thus possible to keep records of e.g. rewards or bonuses for members for their activity, or on the contrary to deduct participation fees or fines. All of this with transactions created manually or automatically.
Then write in the Bonus amount (in crowns / in points – according to the Member account settings).
Add to roster – after their attendance is confirmed the member will be automatically added to the selected team.
Participant list visible to members (does not apply to team managers – they always see excused members including the excuse notes):
no – regular members will not see among themselves who is attending the event and who is not.
yes, without excuse notes – members see among themselves who is attending the event and who is not, but they do not see the reason for non-attendance.
yes, including excuse notes – members see among themselves who is attending the event and who is not. For excused members they also see the reason.
Allow comments on the event – when ticked, members can add comments to the event.
Show the event in the calendar on the wall – when ticked, the event is shown in the calendar of the teams selected in the block Who will see the event. Otherwise the event is shown to members only in the Member zone under the item Organizing.
E-applications, nominations, organizing
E-applications, nominations and organizing are, alongside common events, further kinds of events in the EOS platform.
Show the event on the website – if you use the EOS website, the event can also be shown on the website.
Create the event as active – tick this if you want the event to be shown to members right away and for them to be able to sign up (if the sign-up period has already started). You can also create it as inactive and activate it later. Until then members will not see it.
Set the Reminder before the event – how long before the start of the event members will be reminded of it by a notification:
do not remind anyone
remind participants and those who have not responded – the notification reminding of the event will come to everyone who stated positive attendance + those for whom the event is intended but who have not yet stated their attendance.
remind only those who have not responded – the notification reminding of the event will come only to those who have not yet stated their attendance.
Select whether to Send members a notification about a new event – it comes right away as soon as you create the event, or activate it if you want to activate it later.
When editing the event you can select here whether you want to send a notification about the change of the event – it comes to everyone the event concerns (i.e. all signed-up participants or those who have not responded).
Event notifications
The EOS Platform sends all members a range of useful notifications – including those concerning events. Notifications arrive in the mobile app, or by e-mail.
Complete the process by clicking Create.
By clicking the event name you get to its detail with all the details in one place.
By clicking Edit in the Attachments block, or on the page by clicking More > Attachments, you can add attachments to the event – in the form of an attached file or a document that you already have uploaded in the Platform. The attachment is then shown to all interested members and participants for download.
Creating and sharing documents
Share documents with individual teams. Choose whether they are intended for regular members, team managers or only the organization’s administration. Documents are then shown in the member zone.
For members, the individual Organizing events that concern them light up in the Member zone in the Organizing tab.
They can sign up for them. If the main capacity is used up, they can sign up as substitutes.
Platform/event administrators approve the signed-up members in Management > Events > Organizing > the Organizing detail > Participants.
There you can filter the participants using tabs into Approved, Rejected, Waiting for approval and so on. You can also search within them.
After clicking the context menu (three dots) next to each participant it is possible to:
approve attendance
reject attendance
mark as a substitute (or remove this flag from them)
completely delete – in that case they will be able to sign up for the organizing event again
change the bonus
grant the bonus
reject the bonus
The actions can also be done in bulk. You just tick the checkboxes next to individual participants and the Bulk actions button appears.
To add a participant manually click the "+" button and Add new participants. Select the participant and the classic approval process follows.
Other actions are available under the More button:
Add participants to an e-mail – into a bulk mailing message that you have created beforehand, if you want to send official messages or instructions for the event in bulk only to the participants.
Mailing to members and representatives
Send messages easily in bulk or only to individual members or their representatives. Then track their delivery statistics.
Export participants
Go to Events > More > Organizing.
Using the tabs you can then switch between events according to their status:
Active sign-ups
Upcoming
Finished
By clicking the event icon its preview with detailed information and actions is shown.
There is also a toggle for quickly activating or deactivating an organizing event.
After clicking the context menu (three dots) next to the event the following actions are available:
Copy the event – for quickly creating a new, similar event
Edit – the option to edit anything in the event with the option to tick Send members a notification about the change of the event.
Move to another season – if you operate on a seasonal basis. It is useful e.g. in the case when an event is listed at the end of one season but takes place only in the next one. So that participants can actively sign up even after the new season starts, the organizing event needs to be in this active season.
Transition to a new season
When a new season is approaching, you can prepare everything in advance in the platform using semi-automatic actions.
Cancel
if some cancellation reasons are created in Settings, one of them needs to be selected. It is also possible to have a notification about the cancelled event sent to all members it concerns.
Event cancellation reasons
There are various reasons for cancelling events. In these settings you can define those reasons yourself for a better overview. Once you have cancellation reasons created, the platform will always ask for a reason when an event is cancelled.
Event notifications
The EOS Platform sends all members a range of useful notifications – including those concerning events. Notifications arrive in the mobile app, or by e-mail.
Send members a notification about the change – it comes to everyone the event concerns (i.e. all signed-up participants or those who have not responded).
Delete – deletes the whole event including participants without a trace
Restore – for cancelled events
Common event
A common event is one of the four types of events that can be created in the EOS platform. They can be set to repeat regularly. An event can be for individual teams/groups, selected sub-groups or for the whole club. It can be used to track attendance statistics. Once created and activated, the event is displayed directly to the members for whom it is intended.
E-applications
An e-application is one of the four types of events that can be created in the EOS platform. They can be linked with an automatic payment for the participants and their most frequent use is for training camps, camps or, for example, seminars.
Nominations/invitations
A nomination (in the non-sports variant of the platform an Invitation) is one of the four types of events that can be created in the platform. It is useful above all when you want to invite specific people from across the organization to a given event.
Permissions for management: Managing organizing events requires permission for the Events module.
Change history: Users with access to the Logs module can display the history of all changes made in any record.
