Edit/Review Upcoming Events (+ video tutorial)

This article is intended for volunteers who have access to the club leader portal and want to publish edit or review sales for an upcoming club event.

It is assumed that the user has already logged into the portal and has navigated to the Home page. Log in instructions can be found here.

Edit or Review Your Event

Do NOT change the Event Name as this is used internally at the Alumni Association for reporting.  Your attendees will only see the Display Name which can be edited as desired.

  • Select the event name you'd like to edit/review
  • Review event details as desired
    1. Display Name should be how you want the event name to look on the websites.
    2. Status should always be active if you want it to be published on the websites.  It will automatically become inactive after your event.
    3. Sales & Registration Totals shows how many tickets have been sold and how many are remaining.
    4. Dates & Times allows you to update the Time Zone, Start Date/Time, End Date/Time of your event if anything has changed due to weather updated game times etc. You will need to use the Calendar icon to select your date instead of typing the date in.
    5. Ticket Details includes information about Ticket Sales Start Date and Ticket Sales End Date/Time for when you want people to be able to register for your event and what date attendees can cancel and get refunded via Refunds Permitted Until.  If the Free Event box is checked then no tickets will be displayed to people when registering and no cost will be associated to attendees when they RSVP.
    6. Description (As displayed on website) allows you to customize Location and Date information in the top right corner if you want to override the standard "City, State, Start Date/Time" and the description via the Overview HTML
    7. Community Group ensures that your event gets published to your club, search for your club name.
    8. [OPTIONAL] AAUM Calendar Category, Secondary Event Category, and Tertiary Event Category are the potential filters you would like to apply to your event when people are searching on the websites. You do not need to use all three fields if not applicable.
    9. Venue(s) shows the location or locations that your event will take place
    10. Ticket Types can be viewed to understand the available quantities and pricing, but these tickets cannot be edited due to system complexities and monetary collection policies associated with non-profit organizations.  
    11. Attendees allows you to see who has registered for the event and their current status.
    12. The highlights box shows you key information right away, but all edits must happen at the field level below the highlights box.

Go here to see how to check attendees in on the day of your event or within 7 days of your event occurring.

Volunteers CANNOT edit ticket information (i.e. pricing and quantities) due to system complexity and monetary collection policies associated with non-profit organizations.  If you would like to change ticket information please contact the Alumni Association for assistance.

  • Click Edit in Salesforce to edit data other than venue information (see next section) and ticket information.
  • Update information as desired
  • Click Save
Edit Venue Information
  • Click the down arrow next to the venue you'd like to update in the Venue(s) box on the right
  • Click Edit
  • Update information
    1. Venue Name the name of the location
    2. Is Primary Venue must be checked for at least one venue and can only be checked for one venue. Recommend that this is the first meeting location if multiple venues are used.
    3. Description can be used to help identify where you will meet at a venue or what to look for when attendees arrive.
    4. Add address information so attendees can locate the venue. Zip/Postal Code is required for forthcoming mapping functionality.
  • Click Save
Video Tutorial

This video is for club leader volunteers that have been given access to the Club Leader Event Management Portal and would like to review or update one of their upcoming events.