Managing Events

ShulNET's event management system helps you organize synagogue activities, track RSVPs, sell tickets, and communicate with attendees.

Event Basics

What is an Event?

An event in ShulNET represents any scheduled activity or program, including:

Creating Events

  1. Navigate to Events

    From the admin menu, click "Events" then "Create Event".

  2. Basic Information

    Required Fields:

    • Event Name: Clear, descriptive title
    • Calendar: Which calendar this event belongs to
    • Start Date/Time: When the event begins

    Optional Fields:

    • End Date/Time: When the event ends
    • All Day: Check for all-day events
    • Description: Full details about the event
    • Location: Where the event takes place
    • Online URL: Link for virtual events

  3. Visibility Settings

    • Public: Visible to non-members and guests
    • Members Only: Requires login to view

  4. RSVP Configuration

    If you want to track attendance:

    • Registration Required: Enable RSVP system
    • Registration Opens: When RSVPs can start
    • Registration Closes: RSVP deadline
    • Max Attendees: Capacity limit
    • Allow Guests: Can members bring guests?
    • Max Guests Per RSVP: Guest limit

  5. Ticket Types (Optional)

    For paid events, add ticket types:

    • Ticket Name: e.g., "Adult", "Child", "VIP"
    • Price: Cost per ticket
    • Quantity Available: How many to sell
    • Description: What's included

    Click "Add Ticket Type" to create multiple options.

  6. Save Event

    Click "Create Event" to publish. The event is immediately visible based on your visibility settings.

Event Calendars

Using Calendars

Calendars help organize events into categories:

Creating Calendars

  1. Navigate to Calendars → Create Calendar
  2. Enter calendar name and description
  3. Set default visibility (public/members only)
  4. Choose a color for visual identification
  5. Save the calendar

Calendar Permissions

Each calendar can have different visibility:

Managing RSVPs

Viewing RSVPs

  1. Open the event details
  2. Click "View RSVPs" tab
  3. See list of attendees with:
    • Attendee name and email
    • Number of guests
    • RSVP date
    • Ticket types (if applicable)
    • Payment status

Manually Adding RSVPs

For phone or in-person registrations:

  1. Open event → RSVPs
  2. Click "Add RSVP"
  3. Select member or enter guest name
  4. Choose ticket type
  5. Set number of guests
  6. Save RSVP

RSVP Reports

Export RSVP lists for:

Ticket Sales

Setting Up Paid Events

  1. Create Event with Tickets

    Add ticket types with prices during event creation.

  2. Configure Payment

    Ensure online payment processing is enabled in settings.

  3. Publish Event

    Members can now purchase tickets when RSVPing.

  4. Track Sales

    Monitor ticket sales and revenue in event reports.

Ticket Types Examples

Event Type Ticket Options
Gala Dinner Adult ($75), Child ($35), Patron ($150)
Concert General Admission ($25), Reserved Seating ($40)
Class Series Member ($50), Non-Member ($75)
Family Program Per Family ($20), Individual ($8)

Member Event Access

How Members RSVP

Members can register through the member portal:

  1. Log into member portal
  2. Navigate to "Events"
  3. Browse upcoming events
  4. Click "RSVP" on desired event
  5. Select ticket type and guest count
  6. Complete payment (if required)
  7. Receive confirmation email

RSVP Confirmations

After RSVPing, members receive:

Virtual Events

Online Event Setup

For Zoom or other virtual events:

  1. Check "Online Event" when creating
  2. Add meeting URL in "Online URL" field
  3. Include password in description if needed
  4. Members receive link upon RSVP

Hybrid Events

For both in-person and virtual attendance:

Recurring Events

Creating Event Series

For weekly or monthly events:

  1. Create the first event normally
  2. Enable "Recurring Event"
  3. Set recurrence pattern:
    • Daily, Weekly, Monthly, Yearly
    • Days of week (for weekly)
    • End date or number of occurrences
  4. System generates all event instances
Note: Each recurrence becomes a separate event that can be individually edited or cancelled.

Best Practices

Event Planning

  • Create events well in advance for better attendance
  • Include detailed descriptions with what to expect
  • Add location details, parking, accessibility info
  • Use clear, specific event names
  • Set realistic capacity limits

Registration Management

  • Open registration early for popular events
  • Close registration before the event to finalize counts
  • Send reminder emails as event approaches
  • Have waitlist for sold-out events
  • Allow cancellations with appropriate notice

Communication

  • Send confirmation emails immediately after RSVP
  • Remind attendees 1 week and 1 day before
  • Include all necessary details in confirmations
  • Follow up after events with thank you messages
  • Share photos or recaps with attendees

Common Questions

Can I limit RSVPs to members only?

Yes, set the event visibility to "Members Only". Non-members won't see the event or be able to RSVP.

What happens when an event reaches capacity?

Once max attendees is reached, the RSVP button is replaced with "Event Full" message. You can manually add waitlist attendees if space opens.

Can I cancel an event after people have RSVP'd?

Yes. Update the event status to "Cancelled" and the system can send cancellation emails to all attendees with refund information if applicable.

How do I handle free events vs. paid events?

Free events: Just enable "Registration Required" without adding ticket types. Paid events: Add ticket types with prices.

Can members bring guests?

Yes if "Allow Guests" is enabled. Set "Max Guests" to control how many guests per RSVP (typically 1-5).

Related Documentation