INTRODUCTION
Feature Summary: Create an event that limits registration to a specific group of club members.
Use Cases: System users can create an event with restricted registration and block or limit the event's visibility on the member portal. There are two ways to create a private event.
This article shows system users two ways to create a private event by limiting access to the registration page. These options provide system users with the most secure options.
There are other options. They use specific criteria to limit event access on the member portal. For instance, system users could limit visibility at the membership level by unchecking boxes on the Event Setup page.
Or, system users could use other criteria like gender, age, or rating.
PREREQUISITES
Know how to create an event.
Know how to create a static member group.
Know how to email a group.
SETUP REQUIREMENTS
Option 1 - Assign a static member group
Choose this option to limit the event's visibility on the member portal. Only members listed in the assigned static member group can see the event on the member portal, and therefore access the event registration page.
Log in to the admin dashboard.
Create a new event or open an existing one.
Select the General Info tab.
Scroll down the page and then:
Click the Registration Restrictions tab.
Check the box next to Hide Event if Member does not match Restrictions.
Click the Allowed Member Groups field and select one or more static member groups.
Click Save Changes.
Option 2 - Use the event link
Choose this option to block the event's visibility on the member portal. Players cannot see the event unless the system user sends them an email message with a special link. The link opens the event's online page and registration form. The disadvantage of this option is that members might share the link with other non-invited players.
This option has three steps.
Step 1
Create a new event or open an existing one.
Select the General Info tab.
Scroll down the page and then:
Click the Additional Setup tab.
Check the box next to Hide Event on Event List and Calendars.
Click the Embed Code tab.
Step 2
Next, click the COPY URL button. This copies the Public Event URL. (Ignore the code in the grey box.)
Step 3
Email the event link to every player who needs to be invited to the private event. One way to email a specific set of members is to create a group and then send each player in the group a message with the link.
Click here to learn how to send an email message to a group.
It is important to note that, when using the Hide Event on Event List and Calendars setting, a member's membership will still need permissions to register online in order to finalize their registration from this Public Event URL. Make sure this event has Allow Online Registrations enabled for memberships under the Event Setup tab.
FEATURE USAGE - USERS' PERSPECTIVE
Players that click the email link can see the event registration page. To register for the event, a player logs in to the member portal and completes the registration form.
VIDEO TRAINING & RELATED WEBINARS
Watch the video and learn how to create a private event.