Group admins can create new events to check availability of group members in advance. Once you have created your group and are a group administrator you can send messages to all group members and create events inviting all your group members or a segment of your group.
An invite can be sent to all members of the group or a segment of the group can be invited. The group admin(s) will be notified as group members respond and can a summary of responses or details of who responded.
Following the event, a group admin can log the attendance record of each group member.
Create new event and send invitations
Open the ClubZap app and navigate to the chat tab
Click on the chat group you wish to send a message to.
Click on the event calendar icon at the bottom left of the screen to start creating a new event.
The following form is displayed for completion as part of creating an event:
Event Type: If Fixtures exist for your team on the system you can use this to populate your event (Select from Fixtures) or Create a new Event.
Event Title: Name of the upcoming event.
Location: Location of event. This will allow you to select a saved location or select a location form Google Maps. Details on saving your favourite locations here
Start Date: Select from calendar popup.
Start Time: Select from clock popup.
End Date: Select from calendar popup.
End Time: Select from clock popup.
Scheduled Reminders: Set automated reminders to remind non responders to RSVP to your event.
Details: Description of the event.
Invite User Segments: The default setting is to send the invite to all in your group. If you change this choice an option to Select Existing Segment or Create a New Segment will appear where you can add specific people from your group to this particular event. Only people in this segment will receive the event notification. More info on managing segments here.
Share Responses: When this is turned on all invited to the event will be able to see who is attending. More info here.
Click on Save button on the top right of your screen to send the invite to your selected audience.
How can I save my favourite locations?
When creating a new event you are prompted to select your location which opens Google Maps and you can enter the name of your location. If the location does not exist you can drag the map to the exact location and save the location giving it a name of your choice. e.g.: Training Pitch 1
When creating your event type the location for the event to see the Google Map
Enter the location for your event and drag the Map to the pin for more accuracy.
Click on the Confirm Location button
3. To save your location for future use click on the Save Location checkbox
4. Enter the name for your location and continue on completing the event creation form.
5. Click on Save event to publish the event.
Note: Your saved location will be available for selection when you create your next event in this chat group.
How do Scheduled Reminders work for events?
The ClubZap platform supports both manual and automated reminders for events. These features are to prompt group members to RSVP to an event.
Scheduled Reminders
When creating a new event you can enable Scheduled Reminders to be sent to automatically remind group members to RSVP. The automated reminder time options are:
4 Hours | 8 Hours | 1 Day | 2 Days | 4 Days | 1 Week
Note: There is a limit of 3 times you can select for auto reminders.
Once the event has been created you can view the scheduled reminders when you open the event which will detail the timelines for the reminders.
Manual Reminders
These are reminders that are manually sent by the group administrator to the group members reminding them to RSVP to an event. More info here
Note: If scheduled reminders are enabled when creating an event sending manual reminders will not be allowed.
How do I share the RSVP responses for an event with all members of the chat group?
When creating an event the group administrator has the option to share the response with the invited guests by enabling the toggle button below.
This feature can be used to help with car pooling for an event where by group members can see what players are attending the event.
The response list is displayed as follows.
