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Help 5.8 RSVP anyone on a club event

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Introduction: The Sunshine Coast Bicycle Touring Club holds several cycling events on Saturday (20km, 25km, 30km, 33km, 34Km, 35km and 40km) as well as Sunday and Mountain Bike Rides that leave from various locations. RSVP lets the event organiser know your coming so venues such as coffee shops can be booked for sufficient number of people. These instructions allow ride leaders, ride group coordinators and calendar administrators to add/remove/update anyone on an event, including members, prospective members and guests.

 

Note: If your not a member of the club you cannot automatically RSVP to the event. You will need to contact the event organiser to have them register you for the activity either in advance or on the day at the start of the event using the instructions on this page.

 

Intended Audience: Event Leaders, Ride Group Coordinators, Calendar Administrators and website administrators only.

 

1) Logon to the members area, Select Calendar TAB then press the button. See Figure 1 Below.

 

Figure 1 - Selecting Calendar component in Members Area

 

2) On the cycling events page, select Edit Attendees hyperlink next to relevant ride you wish to add/remove/update attendees on. If this link is missing your either not an event leader or Calendar administrator, and if you believe you should have access then contact the webmaster . See Figure 2

 

 

Figure 2 - Selecting Edit Attendees

 

3) A new window will open listing all the Attendees. In the example shown in figure 3 there is no one attending the ride. Note: Also the ride leader is not showing in list of attendees either. It is recommended the ride leader should be added in order for the emergency contact details be made available in the Ride Sheet Online should there be a requirement to contact in event of an accident. If Adding a club member select Add Member RSVP button and Continue to Step 4, if its a prospective member or club Guest press the Add Non member RSVP button and follow instructions from Step 6.

 

 

Sunshine Coast Bicycle Touring Club - Help 5.8 RSVP anyone on Club Event

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Help 5.8 RSVP anyone on a club event

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Figure 3 - List of all Attendees for event

Adding a Member Attendance to the Event

4) The Find Member box shown in figure 4 contains no membership number. Select Find Member button to search membership register for the member attending this event.

Figure 4 - Find Screen to Locate Member

5) The Membership search box will appear as in Figure 5. Enter First Name / Surname to reposition the list and select Find Member, select the member who is attending the event and select the Select Member button. In the example I am using in this document, I have selected Bryan Brady.

Figure 5 - Find Screen to Locate Member

6) If correct member is found, it will return the name, phone and e-mail address of member back to find window as shown in Figure 6. (Note have removed the contact Phone and Email to protect privacy of member). Select Add RSVP Button.

 

Sunshine Coast Bicycle Touring Club - Help 5.8 RSVP anyone on Club Event

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Help 5.8 RSVP anyone on a club event

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Figure 6 - Details of Selected Member returned to Find Screen

Adding all Attendees to the Event

 

7) In the event of a Non Member add the name of the person as well. For everyone else enter or select preferred phone, emergency contact details. See figure 7. The event details will be listed at the top of this page.

 

 

 

Figure 7 - Entering the RSVP details

 

Sunshine Coast Bicycle Touring Club - Help 5.8 RSVP anyone on Club Event

  SCBTC's logo SCBTC's Members Picture

Help 5.8 RSVP anyone on a club event

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8) You will see the list of people going. The Update/Delete button now appears so you can update details of a person going or remove them from the event. If finished select Return to Calendar button. See figure 8

Figure 8 - Main list screen of attendees to the event