The event management offers you various possibilities to create an event according to your wishes and ideas.
Description/details of the event
Under "When and Where?" you can enter all details about the location and date of the event. Events can also be created far in advance and appear accordingly with longer lead time in the calendar. Please make sure that the region is selected correctly, as the event calendar is also sorted by region. If you want to announce the exact event location later (e.g. via newsletter), you can simply leave the field "Street" empty.
In the field "Description" you can write a detailed description of the event. Furthermore, you have the possibility to enter information about the desired target group and the expected dress code as well as to publish additional information that will only be accessible to registered and confirmed guests later on.
Pictures say more than words. That's why it's a good idea to use images to create additional appeal for visitors. For example, you can upload the flyer of your event. You also have the possibility to include picture series from past events in the description of your event. The side albums of your profile are used for this. From the options menu you can select the appropriate album. Also the upload of an individual CoverArts offers an option to highlight your own events visually.
Save as draft
If you only want to prepare your event but publish it later, you can save it as a draft. Just check the corresponding box.
To publish the event later, you have to edit it in your event administration and uncheck "Do not publish event yet". Don't forget to save!
Enter the prices only for the variants that apply to your event. These will become active as soon as you have checked the corresponding box.
You can choose between different currencies. A change after publishing your event is only possible until the first guest has registered.
Enter the advance booking price if you offer a real advance booking for your guests, where they can buy tickets cheaper until a certain date by advance payment or via certain advance booking offices.
Box office with registration
The box office price with registration is the normal price paid by visitors at the box office if they have already registered at JOYclub (or elsewhere) - i.e. mostly the standard case.
Box office without registration
If you want to set a different box office price for "walk-ins" or visitors who havenot registered before, you can use the field "Box office without registration" .
This way all members can see that a pre-registration might be worthwhile for them, which in turn can lead to more binding registrations and gives you more planning security.
Important: The prices in the column "For all guests" must correspond to the prices as they are also communicated outside of JOYclub - e.g. on your homepage or your flyers.
For reasons of transparency as well as for legal reasons resulting from the Price Indication Ordinance (PAngV), the final price that a visitor can expect at least must always be entered in our price field. A minimum consumption (or other mandatory costs) are therefore to be seen as an admission price and must accordingly also appear in the price field by adding the corresponding amount to the pure admission price.
In the additional information field about the prices you have the possibility to point out the differences between the entrance fee and the possible minimum consumption or other special features of the pricing.
Travel offers with variable costs
Vacation or travel events can often not be clearly recorded in the price field due to the highly varying costs, which depend on different factors. Nevertheless, the minimum basic price should be entered here and any other special features should be pointed out in the event description or in the text field. Under no circumstances should you enter the event as "free of charge" if costs are incurred.
Attention: For the guest always the price is valid, which is indicated to him with his registration - the price field must be kept therefore always current, should prices change in the course of the registration period by discount actions or the like.
Highlighting in the event calendar by JOYclub discount
Voluntarily you can additionally grant a discount to our premium members. This should be at least 10% on the price entered in a category (box office and/or advance booking) or at least 10 euros. As a thank you, we will highlight your event in the calendar.
Important: The highlighting can only be granted if the discount is at least 10% or at least 10 Euro for all prices entered in the category (men, women, couples).
JOYclub premium members will automatically see the discounted price when they register. This appears together with the addition "Premium" later also on the registration receipt or in the guest list, so that you also know at the entrance exactly who is eligible for discounted access and who is not.
Attention: The premium discount can only be set for traditional events. Private parties created using the shortened form do not have this feature.
You have the possibility to customize the tickets for your guests with one of several standard designs or with your own layout. To do this, click on "edit" under "ticket layout". Now you can switch between a black and a white background.
Under "Ticket templates" you can also choose from various ready-made designs. To use your own image and further customize your ticket, simply click on the image in the ticket preview and then on the "Change background image" button that appears. Now you can upload an image from your hard drive or from one of your photo albums and use it on your ticket.
Individual mail templates (only for company profiles)
Under "Mail templates" you can view the mails that are automatically sent when a member registers - depending on whether the registration is confirmed directly or you first end up on the waiting list, the corresponding mail is sent out.
Both mails are preconfigured so that they can be used directly without revision. But you also have the possibility to personalize the mails and add your own information. To do so, click on "edit" in the respective template.
Please use our placeholders to ensure that the mail is sent in the correct form (singular to solo profiles, plural to pair profiles). To do this, simply place the relevant passages in square brackets in the correct place in your sentence.
You can also remove placeholders that are not needed. You can also use the "Placeholders" dropdown menu to bring them back into the text. You can restore the original version via "Restore default".
Important: Take a close look at the mail template before saving it via the "Preview" tab to make sure that the text is correct before it is sent.
Directly below the mail templates you can set when the respective mail should be sent - for every registration, only for registrations that contain a personal message or not at all
Include events on your website (only for company profiles)
Once you have entered your events in JOY, you can easily display them on your website using a so-called widget. This has the advantage that you only have to manage your events and registrations once in JOY and can still integrate an up-to-date calendar on your website. You can fully customize it with our templates or individual settings to match the design of your website. You can find more information here: Widget
Most items of your event can also be changed afterwards via your profile management. To do so, click on the title of the desired event in the overview and the editing window will open.
You can manage your registrations under Profile > Manage events, where you will find an overview of all your events.
You can enable another member to manage registrations or to receive notification emails of either one or all events. This allows co-organizers or staff to take care of the event through their own account. A member who uses the registration management via such a release will see these events in his event management, but without the associated statistics.
Invite via profile
You can invite potential guests to one of your events via their profile.
Analogous to the invitations to your own group, you can send an automated invitation to the member and thus draw their attention to an event.
To do this, simply call up the 3-point menu in the relevant profile, where you will find the option "Invite to event". The member will then receive an automated ClubMail with your invitation and a link to the event.
Registration as guest (= without profile in JOYclub)
Interested parties who find out about your event in our calendar from outside (e.g. via search engines) can also register for the event without a JOYclub profile. The guest will be shown a form in which he/she enters gender, date of birth and an e-mail address. The appropriate advance booking price is then displayed directly and the guest only has to confirm his registration.
You will find this registration as "External guest" in your registration administration. Of course, it is taken into account whether you have selected the function to confirm registrations individually.
Under "Message from external guest" the e-mail address of the guest is displayed, which can then be used for further communication.
Immediately after filling out the small form, the guest will receive a confirmation message that the data has been transmitted to the organizer.
Attention: Beyond that we as JOYclub do not appear to the guest. There are intentionally no mails, auto-messages or other notifications from us. The communication with the guest is therefore completely in your hands.
Note: The guest 's email address will not be stored permanently by the system, but will be removed or made unrecognizable after the event.
The dashboard shows you at a glance the number of registrations and reservations received for all your events in the last few days. The most recent registrations and reservations are listed at the top.
You have several options to manage the registrations for your event. Using the event settings, business members can authorize another user to manage registrations or to receive notification e-mails for either one or all events. This allows co-organizers or staff to manage the event through their own account. A member who uses the registration management via such a release will see these events in his event management, but without the associated statistics.
For each participant you can store further details like real names and other information for your overview. Of course, these will not be displayed publicly anywhere, but will be conveniently included in your personal print view of the participant view.
To add notes, just click on the pencil icon next to the corresponding entry. The notes displayed in the event management can be edited directly in this view. The profile does not have to be called up separately for this purpose.
Paid and confirmed
For each guest, you can specify whether he or she has already paid and whether his or her participation has been confirmed. To set a check mark, you only have to click on the corresponding box - the status will then be taken over directly. If you have set that you want to activate all registrations individually, then only registrations confirmed by you will appear on the guest list.
If participants from outside the JOYclub take part, they can also be entered in the participant overview. They will not be displayed publicly, but help to keep a complete overview of the participants.
Here you can print the complete list of participants of the event including all your information about the participants and thus facilitate the admission control
Send newsletter (Only for company profiles or group leaders)
With this function you send a ClubMail to the displayed members, in order to be able to point out if necessary still changes and characteristics. With the filters you can limit the list of recipients, e.g. only paid registrations.
Filter and sorting
You can restrict the list of participants, e.g. to see only confirmed registrations. Furthermore you can sort your list by this status by clicking on the column names "Paid" and "Confirmed".
Each registration is also provided with its own registration number, which you can use to filter specifically using the small search box and also pass on to the guests, e.g. for the assignment of transfers. The guests will see their registration number after registration and on the printout of their ticket. So this can also be checked accordingly at your box office.