Events are part of the Club plan. An officer sets an event's details, members see the club's calendar when they sign in, and each member tells the club whether they are coming. No event carries a price, and no event screen takes money.
Who sees events
The calendar and the event pages show to officers and to members who sign in. There is no public event page, so the club announces its events the way it always has, and members open Annuaro to see them.
Each event has a "Who can see this event" setting with two choices, "Current members" and "Current and former members". A former member who signs in sees only the events open to former members.
A club on the Free plan sees "Events" under the club's name too, but the page holds no calendar. It reads "Events come with the Club plan. An officer sets an event, and members see the calendar when they sign in." and offers the link "Ask about the Club plan".
Setting an event
Event times are shown in the club's time zone, so set it once before the first event. On the club's "Overview", the section headed "Time zone" reads "Event times are shown in this zone." Choose the zone from the list under "Time zone" and press "Save"; the page answers "Saved." Until the zone is set, the "Events" page reads "Choose the club's time zone on the overview page first. Event times are shown in it."
An event belongs to one club and holds a title, a start date and time, a location, and a description. An end time is optional.
- Open the club and press "Events" in the links under the club's name. Above the calendar, press "Add an event".
- Under "Add an event", enter the "Title", the "Starts" date and time, the "Location", and the "Description". "Ends (leave empty if the event has no set end)" takes an end time if the event has one. Under "Who can see this event", choose "Current members" or "Current and former members".
- Press "Save event". The event's own page opens, the event appears on the calendar in date order, and members see it the next time they sign in.
Any officer can edit an event after it is saved. The event's page carries the same fields under "Edit"; press "Save" and the page answers "Saved."
The calendar
Each club has one calendar page, "Events". Upcoming events sit under "Upcoming" in date order, and past events stay under "Past" on the same page, so the club keeps its history. Each line shows the event's title, when it is, and where. An empty list reads "No upcoming events." or "No past events yet." Press a title to open the event's own page, where the details live.
Cancelling or removing an event
Cancel an event rather than rewriting the past. On the event's page, press "Cancel this event". The event stays on the calendar, marked "Cancelled", so a member who was planning to come sees what happened. The event's page then reads "This event is cancelled. It stays on the calendar, marked cancelled." and a member who opens it reads "This event is cancelled."
"Delete this event" removes it for good, and the calendar opens without it. The line under the two buttons says which is which: "Cancelling keeps the event on the calendar, marked cancelled. Deleting removes it for good."
An event can be removed outright only while nobody has answered. Once one member has said whether they are coming, the event can be cancelled but not removed: "Delete this event" leaves the page, and the line under "Cancel this event" reads "Cancelling keeps the event on the calendar, marked cancelled. This event has answers, so it cannot be deleted." That keeps the club's attendance history whole, the same way former members stay on the roster.
Who is coming
Each member gives one answer per event: going or not going. A member who has not answered is simply a member who has not answered; it is the normal state, not a problem to fix. Answering again replaces the earlier answer.
There are two ways an answer is recorded. A member who signs in answers from the event page, for themselves only: under "Are you coming?" they press "Going" or "Not going", and the page then reads "You answered going." or "You answered not going." An officer can record or change the answer for any member, which covers the members who never sign in and tell you at the meeting instead: on the event's page, under "Who is coming", each member the event is open to has a line with their answer; choose "Going", "Not going", or "No answer" beside the name and press "Save"; the page answers "Saved."
As an officer you see the answers by name. A member who signs in sees the counts only, a line such as "4 going, 1 not going." or "No answers yet.", not who gave which answer.
Events and money
No event carries a price, and no event page or answer offers to collect money. Dues are paid through the club's own payment link, and that is the only place a member pays the club through Annuaro. Annuaro records the club's money and never holds it.
Events from the club's old system
When we move a club's records out of its previous system, the event calendar comes with them: past events and future events. A cancelled event arrives cancelled, and the event import moves no money.
Each member's answer comes with the calendar. An answer from a person who is not on the club's roster goes on a list we review with you rather than being guessed at.
Your export
The club's data download, under "Your data" on the club's "Overview", holds a spreadsheet of the club's events, cancelled events included, alongside the members and the ledger. The list of what is inside the download names it.
The download holds a spreadsheet of the answers too, and the list names it.
- Still stuck? Write to hello@annuaro.com.