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 guest setup tab, it reduces manual work and streamlines bulk updates to settings like allow guests, guest price, and number of guests allowed.
Use Cases:
Allow Guest Updates: Adjust events to allow, or not allow, guests.
Guest Price: Modify guest pricing across events efficiently.
Number of Guests Allowed: Add or updated how many guests are allowed per event and/or per member.
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 the fields under the Event Setup and Guest Setup tabs when editing an event. This article focuses on the Guest Setup fields which are the Guest Setup Action Type.
In this Article
MASS UPDATE EVENTS: Event Setup Action Type
Navigate to Events Mass Update:
Locate Events in the left Admin navigation.
Select Other Actions.
Choose Mass Update.
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 Guest Setup.
Reminder: Update Guest Setup modifies fields on an event’s Guest Setup tab, controlling attributes at the membership level. See more information and visual examples in the overview article here.
When you select the Action Type of Update Guest Setup, you then have an additional filter option:
Show based on Guest(s) Allowed Status: Select a radio button that best applies to the events you want to see and update.
Step 3: Fields to be Updated
Next, you'll choose what Guest Setup fields you want to update. You have three main options to update as follows:
Allow Guests - Select to change the Allow Guests setting. If you check it, the selected events will be set to Allow Guests. If you leave it unchecked/blank, the selected events will be updated to have this setting unchecked/blank, or to not Allow Guests; the corresponding setting for selected events will also be unchecked disabling the ability for users to add guests during registration.
2. Total Guests Allowed - Select to update the Total Guests Allowed for the overall event. For example, you can choose to allow a maximum of four guests per event using Total Guests Allowed. If your settings allow each member to bring one guest, if a fifth member tries to add a guest, they will not be able to. If Total Guests Allowed for each Event Occurrence is left blank, there will be no maximum total guests allowed for an event (though you can still control this at the membership level for each player as detailed in the following setting).
3. Rules by Membership - In this section, you can update the remaining fields from the event Guest Setup tab. They are the fields outlined in red below.
There are two update methods:
Method 1 - Copy from Current Membership Rules:
Rules will be copied from one membership in a selected event(s) to the destination membership(s) in the selected events(s). Copy membership rules from one membership in a selected event to another.
Copy Guest Setup From: Choose a membership as the template.
Copy Guest Setup 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:
Fields can be updated in two ways:
All Fields: Updates all available fields for the selected events.
Specific Fields: Allows selection of individual fields to update while leaving others unchanged.
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 "Membership - Tier 1") as the template to copy across to the destination memberships (in the example above destination memberships are the "Membership - Tier 2" and "Family Membership - Tier 2").
Select which Fields will be Updated in these Events:
All Fields: All settings from "Membership - Tier 1" will be copied exactly to memberships "Membership - Tier 2" and "Family Membership - Tier 2" 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.Specific Fields: Only selected fields from "Membership - Tier 1" will be copied to "Membership - Tier 2" and "Family Membership - Tier 2" 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:
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.
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, or uncheck, a column if the intent is to retain the original values. In the example below, we update pricing (Drop-in Price and Full Price) 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: Finally, 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
Click Mass Update Events to proceed.
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.
Carefully review the confirmation window to ensure accuracy before proceeding.
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
