{"id":539,"date":"2016-03-01T22:21:41","date_gmt":"2016-03-01T22:21:41","guid":{"rendered":"http:\/\/www.clubtreasurer.com\/blog\/?page_id=539"},"modified":"2026-04-24T20:44:07","modified_gmt":"2026-04-24T19:44:07","slug":"events","status":"publish","type":"page","link":"https:\/\/clubtreasurer.com\/blog\/user-guide\/events\/","title":{"rendered":"Events"},"content":{"rendered":"\n

Events are used to track the income and expenditure associated with your club\u2019s specific activities\u2014whether they are recurring training sessions, one-off fundraisers, or administrative projects.<\/strong><\/p>\n\n\n\n

For many volunteer organisations, events are a primary driver of revenue and member engagement. Maintaining clear visibility into the financial performance of these activities is essential. Within Clubtreasurer, an “Event” encompasses any planned activity requiring financial oversight, including workshops, galas, meetings, or social gatherings.<\/p>\n\n\n\n

You can use this feature to manage your activities by:<\/p>\n\n\n\n

Tracking Income and Expense<\/strong>s<\/h2>\n\n\n\n
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  • Income<\/strong>: Track all sources of income, such as ticket sales, donations, or sponsorship contributions against the Event.<\/li>\n\n\n\n
  • Expenses<\/strong>: Record all expenses related to the Event, ensuring that every cost is accounted for.<\/li>\n<\/ul>\n\n\n\n

    Planning your Event<\/strong><\/h2>\n\n\n\n
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    • Budgeting<\/strong>: You can create a simple summary budget in the Event record, or create a detailed Budget to plan all expected expenses (venue, catering, materials, etc.) and income (ticket sales, donations, etc.).<\/li>\n\n\n\n
    • Setting Financial Goals<\/strong>: The event may have specific financial objectives, such as raising a certain amount of money for a cause or generating enough revenue to cover costs.<\/li>\n<\/ul>\n\n\n\n

      Reporting<\/strong><\/h2>\n\n\n\n
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      • Financial Summary<\/strong>: Event Reports can summarise income, expenses, and the overall financial outcome.<\/li>\n\n\n\n
      • Audit and Review<\/strong>: The system allows for easy audit trails to review financial decisions and transactions for the event, ensuring transparency.<\/li>\n<\/ul>\n\n\n\n

        Post-Event Analysis<\/strong><\/h2>\n\n\n\n
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        • Profit\/Loss Statement:<\/strong> A final report showing whether the event was financially successful, breaking down revenue streams and expenses.<\/li>\n\n\n\n
        • Recommendations for Future Events<\/strong>: Based on the financial data, your club can plan improvements for future events..<\/li>\n<\/ul>\n\n\n\n
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          Small businesses can also use Events to track and monitor income and expenditure against specific projects, product lines or service types.<\/p>\n\n\n\n

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          Example Events:<\/h2>\n\n\n\n
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          • General Administration Activities<\/em> <\/li>\n\n\n\n
          • Summer Ball<\/em><\/li>\n\n\n\n
          • Christmas Fund-Raiser<\/em><\/li>\n\n\n\n
          • 1st Team Winter Tour<\/em><\/li>\n\n\n\n
          • Scout Summer Camp<\/em><\/li>\n\n\n\n
          • Monthly Quiz Nights<\/em><\/li>\n\n\n\n
          • Sponsored Walk<\/em><\/li>\n\n\n\n
          • ….<\/em>many more…..<\/li>\n<\/ul>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n
            \n\n\n\n

            Event Hierarchy<\/h3>\n\n\n\n

            The diagram below shows how Events are structured in Clubtreasurer:<\/p>\n\n\n\n

            \"\"<\/figure>\n\n\n\n
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            Events<\/h3>\n\n\n\n

            You can create unlimited Events in Clubtreasurer to plan, track, manage and report on all your organisation’s activities. Importantly, receipts and payments must always be recorded against an Event to ensure that all income and expenditure is accounted for and allocated to at least one Event. <\/p>\n\n\n\n

            Event Types<\/h5>\n\n\n\n

            Administrative Events<\/strong> are used to record general administration costs\/income such as running expenses, membership fees, overheads, etc. <\/p>\n\n\n\n

            In your initial setup you have a single “General Admin Event<\/strong>” which you can use for all your admin costs\/income. (Note that opening cash and bank account balances are shown here). If required, you can create additional admin Events if you want to group like-costs and income transactions together for analysis.<\/p>\n\n\n\n

            Managed Events<\/strong>\u00a0are used to capture your separate activities, annual events or shows, fund-raising campaigns, projects, etc. These are normally one-off, time bounded activities such as “2014 Annual Club Dinner” that you want to track the profit and loss for. For example, your club runs a number of social and fund-raising events throughout the year and you want to report their profitability: to track these you would create separate Events for each, such as “Annual Sports Day”, “Christmas Party”, “End of Year Fund-raiser”, etc..
            <\/p>\n\n\n\n

            Associated Fund and Account<\/strong><\/h5>\n\n\n\n

            You can select a specific Account and\/or Fund<\/strong> to associate them with the Event. You will only be able to select the Event when creating or importing new Receipt\/Payment transactions when the associated Account or Fund is used.<\/p>\n\n\n\n

              \n
            • Leave as \u201cAll Accounts\/Funds<\/strong>\u201d if you do not want to set any restrictions.<\/li>\n<\/ul>\n\n\n\n
              Linked Membership (Membership customers only<\/em>)<\/h5>\n\n\n\n

              This option allows you to create a 1:1 link between an Event and a Membership to synchronise their records. This is ideal if your Events and Memberships\u00a0mirror each other<\/strong>\u2014where the Event represents and\/or matches the specific activity associated with that Membership. For instance, you have a “Monthly Competition” which you record member entry fees via Membership, and track the income and expenditure via Events.<\/p>\n\n\n\n

              Why link them?<\/strong><\/p>\n\n\n\n

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              • Unified Reporting:<\/strong>\u00a0Ensures that financial data for an Event and its corresponding Membership are always aligned.<\/li>\n\n\n\n
              • Streamlined Accounting:<\/strong>\u00a0When paired with\u00a0Membership Accounting Rules<\/strong>, any Receipt recorded against the Membership is automatically assigned to the linked Event, eliminating manual cross-referencing.<\/li>\n\n\n\n
              • Eliminate Discrepancies:<\/strong>\u00a0Prevents revenue from being misallocated by ensuring the Membership and Event share a “Single Source of Truth.”<\/li>\n<\/ul>\n\n\n\n

                Important:<\/strong>\u00a0Linking synchronises their identities and the Event name will change to match the selected Membership name<\/p>\n\n\n\n

                \u2699\ufe0f Customising Labels: <\/em>
                You can use\u00a0Personalisations<\/strong>\u00a0(Setup menu) to change the default labels for “Events” to something more meaningful for your organisation, eg. “Projects”, “Productions”, “Tours”, etc..<\/em><\/p>\n\n\n\n

                \n\n\n\n

                Sub-Events<\/h3>\n\n\n\n

                For Managed Events<\/strong>, you can optionally define Sub-Events<\/strong>, which further subdivide your Events and enable you to record and report Receipts and Payments at a lower level of detail.<\/p>\n\n\n\n

                For example, for your club’s “Annual Sports Day” Event, you can create Sub-Events for the “Raffle Draw”, “Tombola”, “Ticket Sales”, etc.. This allows you to analyse your Event in more detail to determine which activities were the most or least profitable.<\/p>\n\n\n\n

                You can also record other information such as Float Balances and Notes.<\/p>\n\n\n\n

                \n

                <\/path><\/svg><\/span> Note that we do not recommend using Sub-Events as a way of\u00a0grouping your main Events together (eg. a “2017 Events group” with individual events listed a sub-events).

                We do recommend creating a separate Event for each one (Tip – you could add the year in the title<\/em>). Remember also that you can close Events at any time to remove them from the Active Events display and prevent them from being selected for new transactions.<\/p>\n<\/blockquote>\n\n\n\n

                \u2699\ufe0f Customising Labels<\/em><\/em>:
                You can use\u00a0Personalisations<\/strong>\u00a0(Setup menu) to change the default labels for “Sub-Events” to something more meaningful for your organisation, eg. “Tasks”, “Stands”, etc..<\/em><\/p>\n\n\n\n

                \n\n\n\n

                Event Groups<\/h3>\n\n\n\n

                Event Groups<\/strong> allow you to organise your Events into meaningful categories. Using Groups makes it much easier to filter your data in reports and financial statements.<\/p>\n\n\n\n

                \u2699\ufe0f Customising Labels
                If “Event Group<\/strong>” feels too generic for your organisation, you can also rename it to match your terminology in the Personalisations menu.

                <\/em>See next section<\/em>:<\/strong><\/p>\n\n\n\n

                Examples of Event Group Custom Labels and Groups by Organisation type<\/strong><\/p>\n\n\n\n

                ORGANISATION TYPE<\/th>CUSTOM EVENT GROUP LABEL<\/th>EVENT GROUPS<\/th><\/tr><\/thead>
                Rugby Club<\/td>Team<\/td>Team A, Team B, Junior Team<\/td><\/tr>
                Sports Club<\/td>Squads<\/td>Athletics, Basketball, Football<\/td><\/tr>
                Scout Group<\/td>Section<\/td>Group, Explorers, Scouts, Cubs, Beavers<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                \n\n\n\n

                Add New Administrative Event<\/h4>\n\n\n\n

                In the Event Balances<\/strong> page click “New Event<\/strong>” button.<\/p>\n\n\n\n

                \n
                \"\"<\/figure>\n<\/div><\/div><\/div>\n\n\n\n
                  \n
                • Event Name: <\/strong>Enter a unique name for your new Administrative Event eg <\/em>“General Membership<\/em>“<\/li>\n\n\n\n
                • Event Type: <\/strong>Select “Administrative”<\/strong><\/li>\n\n\n\n
                • Status: <\/strong>New Events are always ‘Active<\/strong>‘<\/li>\n\n\n\n
                • Event Group<\/strong> (optional): Select an appropriate Event Group, if defined<\/li>\n\n\n\n
                • Event Description <\/strong>(optional): Enter an optional description if required<\/li>\n<\/ul>\n\n\n\n

                  Click Save <\/strong>button to create your new Administrative Event<\/p>\n\n\n\n

                  \n\n\n\n

                  Add New Managed Event<\/h4>\n\n\n
                  \n
                  \"\"<\/figure>\n<\/div>\n\n\n
                    \n
                  • Event Name: <\/strong>Enter a unique name for your new Managed Event. eg “Seniors Summer Tour 2019”<\/em><\/li>\n\n\n\n
                  • Status: <\/strong>New Events are always ‘Active<\/strong>‘.<\/li>\n\n\n\n
                  • Event Type: <\/strong>Select “Managed”<\/strong><\/li>\n\n\n\n
                  • Event Group<\/strong> (optional): Select an appropriate Event Group, if defined<\/li>\n\n\n\n
                  • Event Date: <\/strong>Optional – associate a specific date with this Event. This for information purposes only.<\/li>\n\n\n\n
                  • Associated Account: <\/strong>You can select a specific Account <\/strong>to associate it with this Event. You will only be able to select the Event when creating a new Receipt or Payment transaction when this Account is used. Leave as “All Accounts<\/strong>” if you do not want to set any restrictions.<\/li>\n\n\n\n
                  • Associated Fund: <\/strong>You can also associate a particular Fund <\/strong>with this Event. Note this is currently this is for information purposes only.<\/em><\/li>\n\n\n\n
                  • Link Membership<\/strong>: (Not shown): Select a Membership from the list to link to (only Memberships not already linked are selectable). Select Not Linked (default) if you don’t want to link the Event to a Membership. \n
                      \n
                    • Important:<\/strong>\u00a0Linking synchronises their identities and the Event name will change to match the selected Membership name<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                    • Event Description <\/strong>(optional): Enter an optional description if required.<\/li>\n<\/ul>\n\n\n\n

                      Click Save <\/strong>button to create your new Managed Event.<\/p>\n\n\n\n

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                      Event Budget <\/strong><\/p>\n\n\n

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                      \"\"<\/figure>\n<\/div>\n\n\n

                      If required, you can now enter simple budget values for your new Managed Event: <\/p>\n\n\n\n

                        \n
                      • Estimated Receipts: <\/strong>Optional: Enter the estimated Receipts (income) amount for this Event.<\/li>\n\n\n\n
                      • Estimated Payments: <\/strong>Optional: Enter the estimated Payments (expenditure) amount for this Event. <\/li>\n\n\n\n
                      • Budgeted Surplus\/Deficit: <\/strong>Estimated surplus\/deficit amount calculated for this Event. <\/li>\n<\/ul>\n\n\n\n

                        Click Save Changes <\/strong>button to save. <\/p>\n\n\n\n

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                        Editing Events<\/h4>\n\n\n\n
                        \"\"<\/figure>\n\n\n\n

                        In the Event Balances<\/strong> page click View\/Edit <\/strong>icon to open the View Event<\/strong> page >> Click the Edit<\/strong> button to edit the Event details (Managers only)<\/p>\n\n\n\n

                          \n
                        • You can edit most Event details<\/li>\n\n\n\n
                        • Status: <\/strong>You can set the Event status as ‘Active<\/strong>‘ or ‘Closed<\/strong>‘.\n
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                          • Closed Events cannot be selected for new Receipt or Payment transactions<\/li>\n\n\n\n
                          • Closed Events are available in all reports.<\/li>\n\n\n\n
                          • To view closed Events in the Events Summary page, expand the “Closed Events” region.<\/li>\n\n\n\n
                          • Closed Events can be re-opened (“Active”) at any time by changing the status on this page.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

                            Click Save Changes <\/strong>button to save. <\/p>\n\n\n\n

                            \n\n\n\n

                            Adding Sub-Events (Managed Events only)<\/h4>\n\n\n\n
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