Coordinate rides, meetings, and social gatherings for your club by creating Events. You can create a simple event for a meeting, or you can create an event page that includes associated routes. After you create an event, it will show up on the Event Calendar for your club. You can also export the calendar and allow your members to RSVP to event pages.
club-calendar-example
Only Route Managers can sign in as the club account to administer the club events.

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Event Calendar

There are two types of events that can be created.
1. Simple Event
2. Event with Routes
choose-event-type

Simple Events

Simple events are created very quickly by clicking on a date on the calendar, entering a time, and a description about the event. These are great for scheduling club meetings, social gatherings, or other event that does not have a route associated with it.

  1. Sign in as the Club account
  2. Click any date on the calendar. A plus sign (+) will appear on the date.
  3. clubs-calendar-quick-event-add
  4. Fill in any details of the event like the time, all day, and a description.
  5. Set the event privacy to Public, Club Members, or Route Managers.
  6. Click the SAVE button when finished.
  7. clubs-calendar-quick-event-form
Click the Event name for details about the simple event.
clubs-calendar-quick-event-details

    Create an Event Page


    You can create an event for your club, these events can have multiple route options but take place in a particular date.

  1. Select the routes you want in the event by clicking the check box on the far left.
  2. click CREATE EVENT just below the Route Library
  3. JY6m2xYM
    The event details form will list all the routes to be included in the event.

  4. Give your event a name.
  5. Set a date for the event.
  6. Uncheck “All Day” to set a start time.
  7. Optional: Automatically remove participants. This will clear the participant list at 14 days, 30 days, or 60 days after the event end date.
  8. Optional: Require Name and E-mail to RSVP. This will require participants to enter their first name, last name, and e-mail address. Having this enable will then display this information in the event participant list viewable only to route managers.
  9. Select the privacy for the event.
    Will it be public, Club Members, or private for route managers only?
  10. Click SAVE when you are done.
  11. event-with-routes

    You’ll be taken to the event page where you can add even more information and more routes. Click on SHOW ALL ON MAP to see the routes all on one map.

    clubs-calender-event-page-full
    After you have saved your event, it will show up in the events section for that month. So if you’ve planned it in a month that is not in the current month, click the left and right arrows to go to that month of the event.
    clubs-calendar-future-event

Event List View

Toggle between calendar view or list view in the upper right corner of the events section.
List view will show all the events that are dated and un-dated.
event-list

Invite Participants

After you have added all the routes to your event page and are ready to share it with participants, follow these steps to share a link for riders to RSVP to your event.

  1. Click MANAGE PARTICIPANTS to see who has already RSVP’ed and to get the private link to invite other riders.
  2. manage-participants-link
  3. Click INVITE PARTICIPANTS
  4. view-participants
  5. You’ll copy then paste this link into an e-mail that you would send out to riders to be invited to the event.
  6. invite-link
  7. When this URL is clicked, it will automatically RSVP that rider and add them to the participant list. When riders have RSVP’ed to an event, they will be sent a confirmation email linking back to this event.
  8. When you send out the auto-approval link to your event participants, we recommend also sending them a link to the participant benefits page as well to give them an overview on features they’ll have access to and how to use those features.
  9. Participants will see the routes show up in their EVENTS section of their profile by going to Home > Profile > EVENTS.
  10. my-events

    Export your club event calendar


    You can share your Club’s event calendar with another service like Outlook.com or Google Calender. Any new club events you create will then get synced automatically.

    Just below the calendar, click the EXPORT button.

    Get step by step instructions on importing your Ride with GPS Calendar to your own Google or Outlook calendar at this link: Importing the Club Event Calendar

    clubs-calendar-export

    RSVP for an event

    On an event page, any member planning on attending an event can click the RSVP button.

    For anyone that can log into the Club account (has “manages members” or “manages routes” enabled), they can visit an event page, click MANAGE PARTICIPANTS to see who has RSVP’ed.

    club-event-rsvp-participants
    Click MANAGE PARTICIPANTS to see a list of attendees. You can also click on each user to be taken to their profile page.
    clubs-rsvp-list

Event Messaging

  1. On the event page, go to MANAGE PARTICIPANTS
  2. SEND MESSAGE
  3. message-participants
  4. Fill out a subject line and message. This will got to all participants that have RSVP’ed for the event.
  5. Click SEND when you are finished.
  6. All your event participants will receive an email with your message that is specific to the event.

    email-participants-form

Events on the Mobile App


After you have RSVP’ed to an event, you can view the event page and routes on the mobile app for iPhone and Android.

  1. Tap the upper left corner to go to the app drawer
  2. Go to MY EVENTS
  3. mobile-events
  4. Select the event to which you have RSVP’ed.
  5. In this list, you’ll upcoming events, current events, and past events.

    mobile-event-list
  6. From this list of routes under the event, select a route.
  7. Start navigation by tapping the Vertical Ellipsis ( ) in the upper right corner then select RIDE THIS.
  8. Check out Starting Voice Navigation in the mobile app for more information.

    mobile-event-route-list
If you no longer wish to participate in the event or just want to remove it from your list of events, tap the REMOVE ME link for that event.
mobile-event-remove-me

Automatically Remove Participants

You can have the event page automatically clear the participant list after a selected number of days. This is great for those events that are re-used multiple times and will have different participants each time.

When setting up the options for your event, click AUTOMATICALLY REMOVE PARTICIPANTS.

Then from the drop down, select a number of days to wait before clearing the list. This option defaults at 2 weeks but you can also choose 30 days or 60 days.

When this option is used in conjunction with event leaderboards, the leaderboards will be clears after the selected number of days have passed.

event-expiration-option

When the event is over

After your tour is complete and your riders have headed home, you can clear out the participant list and ready the event page for a new wave of clients.

  1. Click MANAGE PARTICIPANTS
  2. Click REMOVE ALL PARTICIPANTS
view-participants

Copy Events


You can copy an event to re-use the event description and list of routes.

  1. You must be signed-into the club account.
  2. Open the event to be copied.
  3. Click COPY EVENT in the upper right corner of the event description.
    If you do not see this option, then you may not be signed into the club account or you may not have permission to copy events.
  4. copy-event
  5. After clicking COPY EVENT, you’ll be prompted to give the new event a new Name and URL.
    In this example I could change ridewithgps.com/events/my-old-event to ridewithgps.com/event/my-awesome-event.
  6. copy-event-new-event-name

Event Planning Tips

  • Name your routes starting with a number to help keep them in order and make them easier to find. If you have over 9 routes to sort, number them as 01, 02…09, 10…and so on.
  • Include some basic info in the event page like how to formally register, official site, expectations, predicted weather, anything your think the riders should know prior to the event.

To get started with your own club account, START HERE.

If you have any questions about a club account, contact Club Support.

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