Events (Registration)
Beta feature. This is different from the Calendar's simple events (holidays, exams, closures). Events are registrable — members can sign up, pay, and manage their own spot.
An Event starts life as a regular calendar event, then gets an extra Registration event toggle turned on — turning it into something members can browse, join, and pay for, like a competition, workshop, or open day.
🔧 Creating a registration event
From Calendar, click + Add Event and fill in the usual fields — title, type, description (rich text, with inline images), venue, banner image, dates, and visibility. Then turn on Registration event (Beta).
This unlocks:
Field | Description |
|---|---|
Registration mode | Direct — members register and (optionally) pay immediately. Interest first — members register interest with no fee/capacity yet; you open registration for real later. |
Registration deadline / opens-at | Optional windows for when registration is open |
Capacity | Optional cap on total registrations |
Fee | Amount charged per registration |
Payment required | Whether registering requires payment |
Approval required | Whether you must approve each registration before it's confirmed |
Withdrawal refund policy | None, full refund, or full refund only before the deadline |
If you choose Interest first, capacity/fee/payment/approval stay off until you're ready — then edit the event and configure them for real.
Managing an existing registration event
Reopen the event to find extra tabs:
- Registration — the fields above
- Categories (if enabled) — see below
- Roster — everyone who's registered, with status, attendance, and results
🏷️ Categories and Entries
For events with sub-groupings — age brackets, divisions, or specific races/rounds within a division — turn on Categories.
- Each Category (e.g. "Girls 7y") has its own name, fee, capacity, and optional min/max age.
- Inside a category you can add Entries — individual items a member can additionally opt into (e.g. specific races within an age bracket). Entries are fully optional; a category with none behaves as a simple flat-fee category.
- Members select entries with checkboxes (they can pick more than one) and can optionally add a note per entry (e.g. a seed time).
- Total fee = category fee + entries selected, calculated live as the member picks.
- Deleting a category that already has registrations is blocked — remove those registrations first.
Categories and Entries are configured on web only, and members register for them on web and mobile — but there is currently no mobile UI for selecting Entries specifically. Members using entries-based events should register via the web app.
👨👩👧 Member experience (web & mobile)
Members find upcoming registrable events on the Events page (web and mobile), each showing the banner, description, venue, date range, and either a flat fee or its categories.
To register: pick which of their children is registering, pick a category (if any), pick entries (if any), and submit. Depending on the event's settings, they'll see a status like:
- Registered / Interested
- Pending Approval
- Payment Due — with a Pay Now button that deep-links straight to that invoice
- Waitlisted #N — if capacity is full
- Withdrawn
Members can withdraw their whole registration, or (for events with Entries) drop a single entry while keeping the rest of their registration intact.
📋 Admin views
- Roster tab (per event) — every registration with status, category, entries, Approve/Withdraw actions, attendance marking, and a Record result action (placement/score/notes) that can issue an Achievement to the student.
- Events overview (Events) — a cross-event list showing registered/pending/waitlisted counts, paid count, amount collected, and outstanding amount per event.
The Events nav item (admin and member) only appears once your academy has at least one registration-configured event — it stays hidden otherwise.
🔒 Access
Creating and managing events is available to admins and team members (team members are scoped to their assigned locations). Members register only their own linked children.