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Mass Update Events: Event Setup Fields

Bulk Updating Event Setup Fields and Settings

Written by Kim Lehman

INTRODUCTION

Feature Summary: The Mass Update Events feature allows admins to quickly apply changes to multiple events at once. By updating fields from the original event setup tab, it reduces manual work and streamlines bulk updates to settings like membership rules, pricing, registration options, and visibility.

Use Cases:

  • Membership Updates: Adjust membership rules for multiple events in one step.

  • Bulk Pricing Changes: Modify pricing across events efficiently.

  • Visibility Adjustments: Enable or disable public visibility for selected events.

  • Registration Standardization: Ensure uniform registration settings across multiple events.

  • Error Fixes: Quickly correct inconsistencies in event setups.

PREREQUISITES

  • Organizations must have more than one event created.

  • This feature is only available for Organization Admins. Sub-Admins cannot access this feature.

  • Understand the basics of Mass Updating Events by reviewing the overview article here.

Note: Additional Action Types are currently in development to further expand this feature’s capabilities. At this time, the supported types include fields from the Event Setup and Guest Setup tabs. This article focuses on the Event Setup fields which are controlled by the Action Type - Update Membership Fields.

NAVIGATION

Navigate to Events Mass Update:

  1. Locate Events in the left admin panel navigation

  2. Select Other Actions

  3. Choose Mass Update
    ​

Note: Mass Update is only available to system users with admin permissions. If you don't see this option, check with your organization's admin to confirm your permission level.

Step 1: Find your Events Using Mass Update Filters

Use the Filter Events section at the top of the page to narrow down the list of events you want to mass update. Based on your selected filters, matching events will appear in the Filtered Events table at the bottom of the page.

Required Fields

  • You must enter either an Event Start Date or Event End Date.

  • Leaving both fields blank will return no results.

  • Note: Past events cannot be searched or updated.

Filter Options

  • Category: Select an Event Category to further narrow the list of events.

  • Search for Events: Enter text or numbers to search for specific events. You can, for example, search by Event ID or type the first few letters of an event name.
    If events are selected using this field, they will appear in the Selected Event(s) list. Use the red X to remove any event you no longer want to include.

  • Event Session: Select a specific session to narrow your results, if applicable.

  • Tag: Use event tags to filter and target specific types of events.

  • Instructor: Enter an instructor’s name to limit the search to events associated with that instructor.

  • Confirm the events shown under the Filter Events section at the bottom of the screen are correct. You can select certain ones (detailed below).

Step 2: Action Types

Choose an Action Type to update specific event fields. The Action Type determines which event setting will be affected by the mass update. Only one attribute or feature can be updated at a time. In this example, select Update Membership Fields.

Reminder: Update Membership Fields modifies fields on an event’s Event Setup tab, controlling attributes at the membership level. See more information and visual examples in the overview article here.

Step 3: Fields to be Updated

Select a Method for Updating Event Setup Rules

There are two update methods:


​Method 1 - Copy from Current Membership Rules:
Copy membership rules from one membership in a selected event to another.

  • Copy Event Settings From: Choose a membership as the template.

  • Copy Membership Rules To: Select which memberships will be updated.

Method 2 - Manual Update:
Manually update specific settings and fields for selected memberships.

  • Update Membership Rules To: Select memberships to update. In the next step, choose the specific fields and inputs to update.

Select which Fields will be Updated in these Events

Choose one of two methods to control which settings carry over to the selected events:

  • All Fields - Updates every field in the Event Setup tab for the selected membership(s). All fields in the list below are updated automatically, and no individual selection is needed.

  • Specific Fields - Lets you choose individual fields to update from the list below, applying only those changes to the selected membership(s) while leaving all other fields untouched.

Note: Fields that are enabled will be updated on the destination membership(s) based on the membership selected to copy from. To prevent a field from being updated, uncheck the box under that field's column.
​
​Available Fields that can be mass updated:

  • Drop-In Price / FULL Price - The event price for each type of registrant (members, guests, family membership, and public). CourtReserve displays Drop-In Price for a single-date registration and FULL Price for a multi-date registration.

  • Is Public - Displays the event on the portal of the selected member type.

  • Allow Online Registrations - When checked, members can log into their CourtReserve accounts and register for the event themselves. If unchecked, only system users can manage event registrations.

  • Hide Pricing - Hides the word "Free" if the event is free.

  • Require Up-Front Payment - Requires members to pay the fee before completing event registration.

  • Require Payment Profile - Requires members to create and save a payment profile on their account before they can register for the event.

  • Requires Approval - Requires a system user to manually approve each registration. Registrants can be approved on the To-Do page in the admin sidebar.

  • Drop-In Registration Starts / FULL Registration Starts - Determines when members can begin registering for the event. Choose Based on Event Start (use the dropdown menus to set the amount of time before the event start) or Specific Date/Time (use the calendar).

  • Registration Ends Before Event - Determines when members are no longer able to register for the event.

  • Show Registrants - Adds a Registrants tab to the member portal, allowing members to view the names of others registered for the event.

How Selecting "All Fields" or "Specific Fields" Interact Based on the Chosen Method:
​

When Using Method 1 - Copy From Current Membership Rules:
Using this method, choose a specific membership (in the example above it is the "Gold Family") as the template to copy across to the destination memberships (in the example above destination memberships are the "Bronze Level", "Couple", and "Free Player").
​

Select which Fields will be Updated in these Events:

  1. All Fields: All settings from "Gold Family" will be copied exactly to memberships "Bronze Level", "Couple", "Free Player" within the selected events.
    ​

    Tip: This method is ideal for applying consistent settings across multiple memberships, such as adding Network Memberships based on an existing membership template.

  2. Specific Fields: Only selected fields from "Gold Family" will be copied to "Bronze Level", "Couple", and "Free Player" memberships.
    ​
    ​Tip: This method is used when specific attributes need to be updated while preserving other unique settings.

When Using Method 2 - Manual Update :

Using this method, the selected membership will be updated in the chosen events based on the fields you specify.
​

Select which Fields will be Updated in these Events:

  1. All Fields: All selected memberships will be updated with the chosen settings. Fields left unchecked will be disabled or reset accordingly.


    ​Note: Pricing fields must contain a value. If an event is intended to be free, enter $0.00 rather than leaving the pricing blank.
    ​

    Tip: This is a good tool when updating multiple memberships and all their fields will be the same.

  2. Specific Fields: This option allows selective updating of event attributes while keeping others unchanged. Check the columns you want to update and manually update as desired. Fields left blank will overwrite existing values, so disable a column if the intent is to retain the original values.

    • Example Use Cases:

      • Enabling "Is Public" for all memberships across multiple events.

      • Adjusting "Show Registrants" settings in bulk.

      • Updating pricing (Full Price or Drop-in Pricing) across selected memberships.

Important Considerations for Pricing:

  • Pricing updates apply to each event individually.

  • If an event does not support drop-in registration, updates/inputs to Drop-in Price will not apply.

  • If an event only supports single-date registration, updates/inputs to Full Price will not affect that event.

Step 4: Select which Events to Update

  • Choose events from the Filter Events table.

  • The table includes Event ID, Category, Session, Event Name, Dates, Next Occurrence, Time, and Instructors.

  • Use the checkboxes in the last column to select events.

Step 5: Confirm your Changes

  1. Click Mass Update Events to proceed.

  2. A confirmation window will display a summary of the changes, including:

    • Selected Action Type: Displays the type of update being applied.

    • Update Method: Indicates whether the update is using the Copy from Current Membership Rules method or Manual Update method.

    • Membership Rules From/To (if applicable): Lists the membership template used for copying and the memberships being updated.

    • Field Updates Overview: Displays a summary of the fields being modified, including pricing adjustments, visibility settings, and registration options.

    • Count of Selected Events: Shows the number of events that will be updated.

  3. Carefully review the confirmation window to ensure accuracy before proceeding.

  4. Click Yes to finalize updates.

Review Completed Mass Updates

Once the mass update process is complete, the system provides several ways to review the changes and ensure accuracy.

Mass Update History

  • On completion of each mass update you will be taken to the Mass Event Update History page to view a log of all mass updates performed in the last 30 days.

  • This page can also be accessed from the Mass Update page using the the View Update History button in the upper right hand corner of the page.

  • The history log includes:

    • Date of Update – When the mass update was executed.

    • Admin User (Created By) – The administrator who initiated the update.

    • Action Type – The type of update applied to the events.

    • Description - A summary of the update that includes a count of the number of impacted events.

Review Individual Updates

  • Within the Mass Update History page, click the event count to display a table listing all affected events.

  • Each event entry includes:

    • Event ID (linked to the event details page)

    • Category

    • Session

    • Event Name

    • Date

    • Time

    • Instructor

Individual Event Audit Log

  • Every event that was updated will contain a detailed record in its Audit Log of the Mass Update action.

  • The log provides:

    • A summary of the changes applied

    • The admin who performed the update

    • A timestamp of the modification

    • Previous vs. updated values for modified fields

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