Events

The Events page is where you create and manage everything on your club's calendar — regular fixtures, tournaments and one-off special events. You'll find it under Events in the admin sidebar, and published events appear on your public events page automatically.

Who can use this

Events can be created, edited and deleted by admins and moderators. Members and the public can only see published events.

Saving is locked when your subscription is overdue: on an existing event you'll see a banner reading "Admin write features are locked until billing is up to date. Saving is disabled," and the form fields are disabled until billing is sorted. See Subscription & billing.

What's on the page

The Events list shows every event with its date, audience, ticket summary and status (a green Live badge for published events, grey Draft for unpublished). You can search by title or slug, filter by status, type, time (upcoming/past) or tickets, and sort by soonest, latest or title from the column headings, or by recently updated from the Sort menu. The New event button sits at the top right.

Step by step

Create an event

The form is a numbered list of questions rather than one long page of fields.

1. Click New event.
2. What's the event? — the Title, the Web address (which fills itself in from the title and warns you if it's taken), an Event type (Regular, Tournament, Special or Other), and optionally a Summary, Description and Banner image.
3. When is it on? — Starts (required) and optionally Ends, tick All-day event if relevant, and confirm the Timezone (IANA) (it defaults from your chosen venue or organisation; type to search it by city or region). Repeating events are set up here too.
4. Where is it? — pick one or more venues. Venues shared by parent or child organisations are listed as well.
5. Who should people ask about it? — optional public contacts for the event.
6. Who can see it? — tick Show this event on our website to make it live, choose which organisations list it, then pick who can open the event page: Anyone, Members only, or Certain people only.
7. How it appears in Google (optional) — the search title, summary, and whether to keep the event out of search results.
8. Click Save event.

Once you've saved an event as a draft and reopened it, a Publish event button sits beside Save event — it saves your changes and ticks Show this event on our website for you in one go. It disappears once the event is live, and Save event then updates the live copy.

Schedule an event to appear or disappear

Use the Publishing schedule panel near the top of the event (not the Schedule card, which sets the event's own dates) to keep an event hidden until a time you choose.

1. Save the event as a draft.
2. In Publishing schedule, pick a Publish at date and time. Times are in the event's own time zone, the same one as its start time.
3. Optionally pick a Take down at time, for example the day the event ends.
4. Click Save schedule.

The event goes live within five minutes of that time. At the take-down time it goes back to draft and leaves your public site. Saving the event as a draft keeps the schedule. Ticking Show this event on our website or pressing Publish event puts it live straight away and cancels the pending publish time. Cancel schedule clears both times.

Make an event repeat

1. Open the event and go to the Schedule card.
2. Under Recurrence, tick Repeats, then choose a Frequency (Daily/Weekly/Monthly/Yearly) and an Every interval. For weekly, pick the days; for monthly, choose a day of the month or an "nth weekday" pattern.
3. Choose when it Ends — Never, after a number of occurrences, or on a date.
4. Use Skip these dates to exclude single dates or whole ranges (e.g. public or school holidays), with an optional reason. A plain-English summary confirms what you've set.

Add tickets

1. Open an existing event (tickets appear only after the event is saved).
2. In the Tickets card, give the ticket a name, set the price and currency, optionally a capacity and max per order, and sales open/close times.
3. Capped ticket types can also tick Offer a waitlist when this type sells out — sold-out buyers join a queue and are offered spots automatically when capacity frees up (see Waitlists).
4. Click Add ticket. Each buyer receives a QR-coded ticket per attendee. Use Remove to delete a ticket. Buyers can also apply a discount code at checkout — codes stack on top of member pricing.

Member pricing and eligibility

Ticket types can recognise your financial members automatically — there are no discount codes to create, share or police. Everything keys off live membership status: a member counts as financial when their roster status is Active and their paid-until date hasn't passed, so a lapsed member automatically pays full price (and loses access to member-only tickets) until they renew.

• Member price. Set an optional Member price on a ticket type and signed-in financial members automatically pay it instead of the public price. The public tickets page shows both prices, and members see the member price applied as soon as they sign in.
• Who can buy. Choose Everyone (the default), Financial members only, or Specific membership types. With the last option, tick which of your membership types may buy the ticket — handy for things like a players-only presentation dinner.
• What buyers see. Signed-in visitors who aren't eligible never see a restricted ticket type. Signed-out visitors see it greyed out with a "Sign in — members only" hint, so members know signing in unlocks it. Eligibility and pricing are both enforced server-side at checkout, not just in the page.

Collect RSVPs

Tick Collect RSVPs on the event form and the public event page grows a "Are you coming?" panel. Signed-in members answer Going / Maybe / Can't go (and can add extra guests); guardians answer separately for each of their dependants. Visitors only ever see the totals ("12 going · 3 maybe") — never who answered what. RSVPs close automatically when the event ends, and members who said Going or Maybe are included in the event's reminder and reschedule/cancellation notifications alongside followers and ticket holders.

Two things to know: RSVPs aren't available on recurring events (a repeating event can't hold a single answer — use team training sessions for weekly availability), and on members-only events only people who can see the event can respond.

Check the guest list

Each ticketed event has a Guest list page reached from Orders (the order's View link). It lists every order (buyer, total and status) and every attendee with their QR code and check-in time, and gives you an Export CSV button for the full attendee list. When RSVPs are on, the same page shows an RSVPs card with the totals, every response (including dependants and who answered for them) and its own CSV export.

Add a category and tags

1. Open the event (or create a new one).
2. Under Category and tags, pick a Category, or choose New category… and type one.
3. In Tags, type a tag and press Enter (or a comma), or pick one you already have. Up to 10 tags.
4. Click Save event.

Visitors see the category and tags on the event as links, and each one opens your events list showing only matching events. To rename, merge or delete them, open Categories and tags above the table on the Events page. It's the same list your news uses.

Bring back an earlier version of an event

Every save keeps a revision of the event: its title, summary, description, times, repeat rule, images, links and visibility settings. That includes changes made by the Helix Assistant or by search and replace.

1. Open the event and click Revision history under its title.
2. Each row shows who saved it and when. To see what changed, pick From on one row and To on another, then click Compare selected. Pick Now on the top row to compare a revision with the event as it is.
3. Click Restore on the revision you want. If the event is published, the restored details are live straight away. The screen asks you to confirm before it saves.

A restore is saved as a new revision on top, so nothing in the list is lost. It doesn't change the event's status, web address, venues, contacts, tickets, category, tags or custom fields. The last 50 revisions are kept.

Delete an event

Open the event and use the red Delete event card at the bottom. This removes it and unlinks its locations and contacts.

Translate an event into your other site languages (Pro)

If your site runs in more than one language (Pro plan, added under Other site languages in Business details), the Translations panel lists your other site languages and whether each one has a translation: Not translated, Draft or Published.

1. Select Add a translation beside a language. The translation editor opens with the title, summary, description and search fields for that language. The description starts as a copy of the original, so you can translate it in place. Dates, times, venues, tickets and the web address always come from the original.
2. To start from a machine draft, select Draft with Helix. Helix translates the original and saves it as a draft marked Drafted by Helix. It uses one Helix prompt from your daily allowance for every 5,000 characters or so.
3. Read it through and fix anything that reads wrongly, then select Publish. Readers who use that language now see your translation. Everyone else still sees the original.

If you edit the original later, the translation shows Original changed until you check it and save it again. It stays live in the meantime. To take a translation down, open it and select Unpublish.

Field reference

Tips & FAQ

• Let Helix write the description. Select Draft the description with Helix, add what people need to know (when, where, cost, what to bring) and select Draft. Insert fills the summary and description for you to check and save. See AI Studio.
• Filtering events by category or tag. Each category and tag on an event links to /events?category=… or /events?tag=…. Filtered lists are hidden from search engines; the events themselves are not. Events shared from a parent body carry that body's labels, so they drop out of a filtered list.
• Draft until you're ready. Leave Published unticked to keep an event off the public site while you work on it.
• A scheduled event didn't appear? Schedules are checked every five minutes, so allow a few minutes past the time. If the person who set it is no longer an Admin or Moderator when it falls due, the schedule is cancelled instead. Set it again yourself.
• Shared events. Setting the audience to descendant organisations makes the event appear on their events pages too, marked Shared.
• Venues come from Locations. The picker lists your own venues plus inherited ones — set them up first in Locations.
• Ticket sales and orders flow through to Orders and Member payments.
• Why did an unpaid ticket order change to Cancelled? A ticket is held for the buyer from the moment they start checking out. If they leave without paying, the payment page closes after 35 minutes and the order is cancelled about 45 minutes after it started, so the tickets go back on sale. If a payment still arrives later, the order is restored when the tickets are still free. When they've sold out since, the order stays cancelled with the payment recorded, and you can refund it from Orders.
• Related: Match reports, Competitions and News.
• Translations are a Pro feature. On another plan the Translations panel shows an upgrade note instead. If you move off Pro, your translations are kept, but visitors see only your main language until you upgrade again.