Managing Your Upcoming Events

Coordinate, Upcoming Events

There are several features on the web site which help you manage your upcoming events.

Under "Coordinate Upcoming", you will find a link for each upcoming event which you are coordinating. Note that an event must be posted to the calendar for it to appear here. For all of your upcoming events, you have the following options:

1. Reg: A simple list of your registrants in the order that they signed up.
    
2. Upd Reg: A detailed list of your registrants including the following options:
    
   1. Contact Attendees (PAID event):
       
      1. Send an E-mail to Group
          

      2. E-mail Address Extract for Group
          

      3. Send an E-mail to Paid Attendees
          

      4. E-mail Address Extract for Paid Attendees
          

      5. Send an E-mail to Unpaid Attendees
          

      6. E-mail Address Extract for Unpaid Attendees
          

   2. Contact Attendees (UNPAID event):
       

      1. Send an E-mail to Group
          

      2. E-mail Address Extract for Group
          

   3. Update Attendees:
       
      1. Remove Registrant: Simply deletes the person from your list.
          
      2. Remove as No Show: Deletes the person from your list and records a "no show" on their account.
          
      3. *Move to Wait List: Moves the person from the registered list to the waiting list.
          
      4. Remove for Non-Payment: Deletes the person from the list and sends them a notification that they've been removed because you did not receive their payment
          
      5. Add Person to List: Not available here - feature is only available to members of the volunteer team - see below.
          
3. Dtl List: A detailed list of your registrants which you can print.
    
4. Summ List: A summary list of your registrants for print - includes contact and emergency information.
    
5. Carpool List: A summary list of your registrants including travel plans.
    
6. Wait List: The waiting list for the event. Includes the following functions:
    
   1. Send an E-Mail to the Wait List for this event
       
   2. Add to event: Moves the person from the waiting list to the registered list and sends them a notification

      * Why doesn't the web site just add people from the waiting list automatically?
        There are a few reasons:

      1. The web site can't tell if you have enough drivers or not, and if you don't, you may choose to take people who are willing to drive before you take others.
          

      2. The web site can't tell if you want to add more than the maximum, which is possible.
          

      3. The web site can't tell if you want to skip over someone on the list for any reason (for example, they do not have the appropriate skills, they have no-shows on their account).
          

   3. Delete from List: Deletes the person from the waiting list (no notification e-mail sent).
       

7. E-Mail: Creates an e-mail message for you which may contain a template defined by your organization. Modify it however you wish and click "Send" to send the e-mail to everyone on the registration list.
    

8. Track Pyts:  Keeps track of payments that have already been made for the event.  You can also record a payment made directly to you - check the box next to the member's name(s), and click "Record Payments".
    

9. Txns: View who has paid (top) and who has not (bottom) for a pre-paid event.
    

10. Event Waiver: A waiver/sign-in sheet containing the names of everyone with a filed waiver on it to sign in at the top followed by any guests or children who must provide a completed waiver at the event.
     

11. Avalanche Waiver: A waiver/sign-in sheet containing the names of everyone with a filed avalanche waiver on it to sign in at the top followed by any guests or children who must provide a completed waiver at the event.

In addition to the features available under "Coordinate", you may also wish to do the following:

1. Add Member to Event: Use the "Add Member to Event" link under the "Volunteers' Area" to add someone to the event.
    

2. Double Bookings: You may check the "Double Bookings" report to find out if anyone is double-booked on your event (ie. also registered for another event).
   Here you will find the following options:
    

   1. Notify Via E-Mail: Members receive automated e-mails when their either register for two events on a specific date, or when they are moved from a waiting list to an event on a date that they already are registered for something else. In these automated messages, they are asked to remove themselves if they are double-booked. Sometimes they don't do that and remain double-booked. You can use this "Notify Via E-Mail" link to send them a warning about the double-booking. The warning advises them that if they do not correct their double-booked situation they may be removed or wait-listed from the event.
       

   2. Remove: Remove the member from one event. No notification is sent.
       

   3. Wait List: Wait list the member for one event. No notification is sent.
       

   4. Remove All: Remove the member from all double-booked events. No notification is sent.
       

   5. Waitlist All: Wait list the member for all double-booked events. No notification is sent.