Events

About events

Events are the primary kind of record that the applicationmanages. Everything is based on the existence of an event. Rides (such as A, B, C group rides) are associated with an event, member registrations are associated with an event and much more. Generally, administrators will work most of the time with events, and not deal too much with other records.

Important: Once an event has been created, you can change many of the fields and settings. In some cases, especially if you have already received the first registration, it is dangerous to change event settings. For example, changing if emergency contact details are required after the first registration takes place is a bad idea. Generally, it is better to cancel the event entirely than change it. For certain cases, the software will prevent you making changes if it believes the change will break something.

How to create an event

You create an event by going in to the admin, selecting events on the left-hand side in the menu bar, then selecting add in the top right. You will be presented with a comprehensive form with many fields. Fields with bold descriptions are mandatory, everything else is optional.

Most fields have short descriptive help text adjacent to them. Do not worry if you make a mistake. RideHub will typically let you know if something cannot be saved or changed, and the reason why.

Basic information

• Program indicates which ride program this event is a part of. Indicate if it is a Sunday ride, clinic or something else.
• Name is the name of the event.
• Description is a description of the event. Feel free to use basic formatting for this field to make text bold, italic or use bullet lists.
• Starts at indicates the start time of the event.

Location information

You must indicate where an event takes place.

• Location is a freetext field that is shown to the user. You can type anything you would like here. It is not mandatory.
• Location URL is a link that can be used to provide members with a link to e.g. a Google Map location, or to a Teams call link. It too is not mandatory.
• Virtual indicates if the meeting is virtual or not. If this for instance is a Zwift race, then mark the event as virtual.

Registration options

Registration options tell RideHub how to process registrations.

• Registration close time is used to decide when the registration of an event closes. For Sunday rides, this is typically the day before at 6 pm.
• External registration URL is used if you have an external registration system. This is typically used for Time Trials using WebScorer. In those cases, fill out the WebScorer link. This will disable the registration management of RideHub.

Rides

You do not need to create any rides, but if you do, these will be presented to the users are various options. For Sunday morning rides, we should create one ride for A, B, C and D groups. Each ride will require the following information:

• Name is e.g. "Group A Long"
• Description is guidance specific to that ride, for instance route information or suggestions on ice cream stops.
• Route is a link to a route from the Ride With GPS database. If the route you are looking for doesn't exist, add it. See the FAQ.
• Speed ranges indicate which speeds the ride is available in. You must select at least one, and you can select multiple by holding down Ctrl or Cmd while clicking.

Saving and updating

Once saved, the event will be published automatically to the web page. If you need to update anything, simply find the event in the admin and make the changes you need.

How to cancel an event

Cancelling an event is done by going to the event list, checking the small box in front of the event you want to cancel, and then selecting Cancel event from the drop-down with actions above the list. You can also access it through the quick access buttons on the top of each even tpage.

You will be transferred to a cancellation page, where you will see the impact of cancelling. You must provide a reason for cancelling, and this cancellation message will be forwarded to everyone who is confirmed for the event. Members that have withdrawn will not receive any cancellation message.

Once called, the upcoming events list will show the event, but it will be stricken and be marked as cancelled, showing the reason.

It is intentionally not possible to reinstate a cancelled event as it causes confusion with members if we should keep changing the status. Create a new event if necessary.

How to view all registrations

You can see basic information about who is registered on the registration page. How much you can see about the registered riders depends on if you are a member, a ride leader or a ride administrator.