How do I create and manage Club Events?

Club Events cover everything that isn't a match or training session — workshops, parent meetings, staff meetings, deadlines, trial days, and anything else.

Club Events were previously called Key Dates. Older "Key Date" rows show as Club Events with no other changes.

Create and edit from the admin Calendar (+ / Add New Event), or the archive list at Calendar → Events.

+ Add New Event opens the event form straight away. There is deliberately nothing to pick first: "Presentation Night", "external trial", "committee AGM" and anything else your club runs are all just events, and forcing them into a fixed list of types meant guessing which one was least wrong.

If you can run Player review meetings, you'll also see an Event / Player reviews toggle across the top of the panel — review meetings are a genuinely different thing (a round of bookable slots), so they have their own side. Switching between the two doesn't lose what you've typed.

A deadline is just an event you've given the Deadline category and haven't asked for replies on. It gets the alarm-clock icon on the calendar and appears for everyone you sent it to, with nothing to answer and nothing to pay.

There's no separate "deadline" thing to create — leave Do you need to know who's coming? off and pick the category.

Category is a label. It drives the icon, the colour, the calendar filter and the FNSW scorecard's evidence (such as Coach Induction) — it doesn't set the audience, decide reminders, or gate who can create the event. Leave it blank if none fits; an uncategorised event is a first-class event.

Put the topic in the title ("U13 coaches debrief", "Presentation Night"). The title is what everyone reads; the category is how they filter.

Pre–July 2026 events keep whatever category they had, including retired ones.

One vertical slide-over — no tabs in the editor:

• Title, Category (optional), Date / Time (optional time; all-day and multi-day with End date supported)
• Who is it for — audience preset (see below)
• Attendance — do you need to know who's coming? (see Attendance, attendees and sales)
• Notifications — Notify everyone now or Save without notifying (the default). The line under the radio is who this save would tell — see Confirming the send

Optional fields (location, description, etc.) sit behind + Add.

One checkbox — Do you need to know who's coming? — decides whether the event asks for a reply, and switching it on brings the cost, ticket tiers, total spaces, party size and reply-by settings with it. The replies and any payments then sit in the event's detail drawer, under Attendees and Sales.

See How do I find out who's coming to a club event? for what each of those settings does, free versus paid and the paid lock, and what the two tabs show.

Specific squads… has Parents, Players, Coaches & team managers and Committee. The first three cover only those squads; Committee is the whole committee.

Events matching no preset open as Custom… — including a squad event aimed at anyone with no tickbox here, like the physio, so the whole audience stays visible. A warning line appears only when something needs attention (Hidden, no squads, no matches). Audience size (who can see it) differs from the Notify count (who this save would tell): an edit after last week's announce may show hundreds in the audience but notify only the people newly added.

A save that would notify someone opens a confirmation with parent / player / staff counts (and, on edits, what changed). Nothing sends until you confirm; Back leaves the event unsaved.

• Save without notifying (or an empty audience) skips the modal and saves straight away.
• If Clubhouse can't resolve the audience, the send button stays disabled — save without notifying, then Announce now later.
• Above ~50 people you'll get a prompt to double-check title and time.

Save without notifying leaves the event tentative (visible in calendars, no push). Detail shows Tentative — no push yet with Announce now, which uses the same confirmation. After announce, the panel shows when it was sent; later edits fire change pushes, not a second invitation. It also retries a failed or unresolved send.

Notify everyone now sends one invitation push to the resolved audience (mute: Settings → Notifications → Club Event Invitations).

Edits to date / time / end date, location, or title fire a change push (mute: Club Event Updates). Bursts in the same minute collapse into one inbox row under the original invitation. Removing an event sends a cancellation on the same channel — see below.

Remove event is at the bottom of the event's detail panel, and on each row of Calendar → Events. It confirms first, and tells you which of two things will happen:

• Nothing attached — no replies, no payments, no ticket types — the event is deleted. That can't be undone.
• Anything attached and it's taken out of every calendar instead, and kept. Restore it from Calendar → Events. Replies, guest lists, dietary notes and payments all stay with it.

You don't pick between those; what's attached decides. What you do choose, for an event that's already been sent, is whether the people invited are told:

• Remove and tell everyone sends a cancellation.
• Remove quietly, without telling anyone sends nothing. It's there for a superseded save-the-date, and it disappears once anyone has replied that they're going — a cancellation somebody is expecting to attend is always sent.

An event that was never sent has nobody to tell, so it's removed without that choice.

Events with Send reminders on get a reminder push a few days before, and — with a Reply by date — a nudge to the people who still haven't answered in the day before that deadline. Events with it off send neither, whatever their category. Mute both under Club Event Reminders.

The ICS feed is role-aware from the same audience rules. Free events include a personal /e/… link that records the one place; paid events link into Clubhouse for payment (never a bearer RSVP token). Can't go drops the event from that person's feed on the next refresh.

Invited events also appear in the parent's Up Next feed.

Football staff can now answer for themselves from their own calendar (coach, GK coach and team-manager portals). It is the one control on that otherwise read-only panel — they can't edit the event, name a party, or buy a ticket there. A paid event points them at Clubhouse.

Annual Plan PDF — every club event appears, as one chronological table with the category as a column. There are no sections to fall outside of, so nothing is silently left off the plan.