Club Diary Guide

Created by Migration Bot, Modified on Thu, 3 Sep at 4:41 PM by Migration Bot

Originally written by Zak Taylor. Published 18 October 2024, last updated 30 September 2025 on the Club Systems help centre.

This guide provides a comprehensive walkthrough for managing club diary events using ClubV1, making it an essential resource for club administrators. It covers everything from adding and customizing golf and function events to managing tee times and sending notifications to members, ensuring a smooth event planning process. Additionally, it offers features like diary exporting and detailed statements, enhancing event visibility and organization.

Navigate to [https://www.clubv1.com/Club/Diary](https://www.clubv1.com/Club/Diary)

Adding a Diary Event

Click "Add Diary Event"
Click "Add Golf Event"
Firstly select the type of event you wish to add.
Add a title for your event.
Enter a description for your event. Note that if you make this event public, this event description will be visible.
You can also add Private Notes to the event which won't be visible to anyone other than your ClubV1 Users.
Select the start and end date and time for your event. Alternatively you can select the "All Day Event" option which will set the time to 00:00 - 23:59.
You can set which Tee Times will be used for the event. You can also select "Reserve Tee Times" which will block these tee times from the casual booking Tee Sheet.
Selecting Reserve Tee Times will ask you which course you want to reserve the Tee Times for.
Selecting "Public" event will make this diary event visible in all places that your diary shows, such as the Member's Hub and the Club Diary block on your ClubSite.
At the bottom, a list of the users at your club will appear. You can select these as "Associated Users". This means that these users will be emailed with the details of the event
Click "Save"
Your Golf Event will then display on your Diary.
When selecting your diary event you are various options to select from.
Selecting "Print" will load a new tab with the print. This print will show an Event Overview. This will include the name of the event, the description, the to and from dates and times of the event, the number of guests, whether it's public event of not and the private notes. This will also display any EPOS Charges added to the event.
Click "View Detailed Statement"
The Detailed Statement will display a detailed statement for the EPOS Charges in the event. The detailed statement includes the Date Added, quantity, price (each) and discount columns.
The Summary Statement only includes the Revenue Stream and the Total.
Click "Activity"
The Activity Log will display all activity for the event.

Diary Views

At the top of the diary you can choose Month, Week or Day. These are different views that you can see on the diary.
This is the month view.
This is the Week View.
This is the day view

Adding a function

Functions are diary events that will allow you to include EPOS items, Facilities, Tee Times etc all within your diary event.
Click "Add Diary Event"
Click "Add Function"
Enter an Event Name.
Select an event type
Enter a Start and End date and time for your event.
Alternatively select if this is an "All Day Event". The Start and End dates and times will update to cover the full day.
Enter a description for your event. If the event is marked as public, then this description will be visible publicy.
Enter any Private Notes.
You can also enter the numbers attending the event.
Click "Continue"
The next page will allow you to add a contact to the event. You can either select an existing record by typing in the surname or create a new contact and the fields below will allow you to enter contact details in.
Click "Continue"
Next you can add any [facilities](https://scribehow.com/shared/Facilities__OwhDGnusRDe76rAELvz9DQ) into the event.
Select your facilities and enter the times it needs to be reserved for. You can then check the availability of this facility by selecting "Check Availability"
If the Facility is available then you will be able to add it to your event.
You can enter any drinks details.
You can enter any food details.
If there are any further requirements to add then you can enter them in the "Additional Requirements" box.
Click "Continue"
You can also reserve Tee Times for your event. Reserving Tee Times will ask you what course you wish to reserve them on, and the times you wish to reserve. If there are no conflicting casual bookings, reservations, or competitions you will be able to reserve these tee times.

Reserving Tee Times will mean that your tee sheet will now display a reservation for your function.
Finally, you can select to associate any ClubV1 users with this event. Doing this will email these users the details of the event. Associate users by toggling the slider below their name.
Click "Finish"

Emailing a contact

Select your event from the diary.
Click "Email Contact"
The familiar mailing page will then display, here you can enter your Subject and Body text for your email.
Click "Continue"
If you wish to add any attachments, you can do so here.
The recipients page will show the contact and the email address associated with the contact.
The Preview page will display a preview of the email before it is sent.
On the final step of the contact wizard, you can choose whether your wish to Print or Email the mailing.

Searching the diary

At the top of the diary, click "Search Diary"
You can then search by Event Title, Start Date and End Date.
Click "Search"
If there are any events that match your search parameters then they will display at the bottom. Selecting the result will load the Edit Event page.

Exporting the diary

Click "Export Diary"
The Export Diary page will display. Enter the date range that you wish to export. Selecting "Export" will download an "ICal" file which can then be imported into your third party calendar/diary of choice.