Running events: what JollyBee covers

JollyBee can run an event from the first ticket to the last person through the door: a club ride, a race, a social, a dinner or a whole festival. This guide is the map. Each part says what JollyBee does and links to the guide with the steps.

Events are set up in the console under Operations → Events & Experiences → Events. Open an event there to reach its page, where every tool below lives.

Times

Every time on an event is in your club's time zone: the date fields, the public page, tickets, emails and reminders. The zone is set under Admin → Settings → Settings, in Locale, as Timezone. Each date field on an event, a ticket or a session names the zone it uses, for example "Times are in Africa/Johannesburg."

Tickets and places

An event sells tickets, entries or RSVP places. Each ticket type has its own price, member price, sales window, number of places and the most one person can register in one go. A ticket's places are what stop sales, and the event's own capacity is shown on your page. If you review registrations, each new one waits for your approval, and a paid place is paid for in the cart first. Someone moved up from the waitlist waits for your approval too, and gets a ticket or a link to pay only once you approve. Selling event tickets has the steps.

How people register

Anyone can register for a public event without an account. They choose a ticket on your event page, give their name, email and mobile in the cart, and pay or register. A guest pays the normal price, gets their ticket by email and becomes a contact of your club, not a member. Someone new to your club gets no news from you unless they tick the box to receive it, and someone you already have keeps the settings they had.

• Who can register, at the end of an event's details, is Anyone unless you choose Only signed-in people. Then people sign in, or create an account, before they register. A programme's choice covers its sessions.
• A Members-only ticket always needs sign-in.
• A discount code with Uses per person (optional) set needs sign-in too: a guest who enters one is asked to sign in.
• Members who sign in get member prices, and can register early where their plan allows it.

The door

People show their ticket at the door. It is emailed to them, and someone signed in also sees it on the cart's confirmation and finds it later under My tickets, in the menu under their name or on your club's page. Scan it on the event's Door scan → page, or use Check in in the attendee list. Door staff you add can check people in from their own phone. A ticket whose payment hasn't gone through is turned away. You can sell at the gate with Record sale. See who's coming and check people in covers the door.

Who's coming

The event's page shows a Headcount for each ticket and the attendee list, with three tools at the top: Download attendee list, Cancel free places from one email and Lucky draw. Below the tickets you can print a door sheet of everyone expected and, for a ticket that asks about diet, a meal list counted by diet. On a programme's page, the same tools cover every session, and you can see who is coming to each one. See who's coming and check people in explains each one.

Messages and reminders

The Messages card on the event's page says whether the people registered will get a reminder.

• Message everyone registered starts a campaign to everyone with a place, once each, however many places they hold.
• Set up a reminder saves a draft reminder for every event: 24 hours before it starts, by email and app notification, with when, where and the event's link. It sends nothing until you switch it on.
• In Segments and a campaign's Custom rules, Registered for an event picks the people who have a place at, checked in at, are on the waitlist for, or cancelled or were refunded at one event, session or programme.

Until two days after an event ends, a campaign to its people can be transactional, so it reaches people who opted out of marketing. After that it goes as marketing, and opt-outs apply. An automation you set up from the event's page isn't held to those two days, so choose its type yourself. See who's coming and check people in has the details.

Sharing

Every event has one link and a QR code for a flyer, a message or a post, and you can print a sticker people scan to register. Share an event: link, QR code and sticker shows how.

Programmes

A festival, a race weekend or a club week can be one programme: one page and one link with sessions inside it, each with its own date, time, meeting point, tickets and places. Run a festival, race weekend or club week as a programme has the steps.

What it doesn't do

• On your event page, an RSVP, or joining the waitlist of a sold-out ticket, needs an account. To let guests register there for a free event, sell a free ticket instead of using RSVP. A widget on your website doesn't let anyone join a waitlist there: on a sold-out event, the events widget's Join the waitlist button opens your event page, where joining needs an account. It can take a few minutes to show that a ticket has sold out, and someone who registers there in that time can end up on the waitlist.
• There's no single form to register for several sessions of a programme. People add each session's tickets to their cart and check out once.
• In the app, a club's list of events shows each session of a programme as an event of its own, and there's no Sessions panel. Set up and change programmes on the website.
• Set and change event times on the website. The app's time picker can move a time on a phone set to another time zone, and on Android it may not save one at all.
• An event can't ask people to accept an indemnity when they register, and a guest accepts no waiver. If you need one signed, have people sign it at the door. Create waivers, terms and acceptance rules explains where a waiver can apply.