Andwa Consulting's Online Event Calendar User Guide

Overnight/Automatic Processing

1. Birthday cards to members having a birthday
2. Anniversary "congratulations" and statistics to active members having an anniversary
3. A generic "reminder" to people who are booked on more than one event starting in two days. This note simply points out that they are booked for more than one event and MAY be double-booked and to please check correct IF NECESSARY.
4. A follow-up e-mail and request for feedback after a new member attends their first event.
5. Reminder to an event coordinator that their event is coming up in a couple of days and to start making the necessary preparations.
6. Reminder to an event coordinator that their pre-paid event is cutting off in a couple of days
7. Notice to event coordinators if they have members with 2+ no-shows on their upcoming event
8. Warning to event coordinators if the web site thinks they do not have enough drivers for their event (according to the web site's calculations - 1 driver for every two people for overnight trips, 1 driver for every 4 people for other carpooled trips)
9. A follow-up e-mail to event coordinators who completed an event yesterday thanking them and asking them to do any required finishing tasks
10. A notice to the event coordinator if a required waiver is still not recorded two days after an event completed
11. A follow-up e-mail to the Treasurer regarding events that completed yesterday
12. If membership dues are tracked through the web site, an e-mail is sent out to members expiring in 30 days reminding them to renew.
13. A reminder to the waiver filer on the first of the month to check on outstanding waivers
14. A reminder to attendees of an upcoming pre-paid event who have not yet paid that the cut-off date is coming up in 5 days
15. A reminder to attendees of an upcoming event that they signed up for a while back. This reminder goes out five days before the event, and only to people who have been signed up for more than three days.
16. Reminder notice to any Banner Ad owners who have a banner ad expiring in 30 days.
17. Note to the club award administrator when nominations are closing for an award ceremony in one week.
18. Note to the club award administrator when votes are closing for an award ceremony in one week.

1. Delete waiting list records for events which are now past
2. Delete waiting list records which have expired (members can indicate if they want to be removed from a waiting list two or seven days before the event, or "never")
3. Delete year-old no-shows from member accounts
4. Hide cancelled events which are now past
5. Delete cancelled events which are more than 90 days past
6. Archive accounts which have had no activity for 12 months. These accounts are saved in the database and can be re-instated by the member simply by logging in with the correct credentials. Note that this is NOT applicable if your organization uses the membership dues feature of the web site.