Running Club Calendar with RSVP Limits

Set up recurring weekly sessions and handle cancellations

Club runs and social rides usually follow a set weekly rhythm. Instead of creating events by hand every week, set up one recurring event that repeats across your season.

1. Open your schedule and create a new event. On the Event tab, choose Recurring beside Date & Time.
2. Set Frequency to Weekly, then check the Days of the Week your club runs or rides.
3. Under Recurring End, select Never if the session runs throughout the year, or On Date to end on the final week of your training block.
4. Save the event.

If severe weather, road repairs, or bank holidays cancel a session, you do not have to delete the entire series. Edit the event, find Exclude Dates, click Add Date, and pick the date to skip. An excluded date is absent from the schedule, so visitors see nothing there rather than a cancelled entry.

To add an extra session that falls outside your normal pattern, click Add Date under Include Dates on the same form. Like organizers who cap hike sizes and publish meets, you keep regular training dates intact while adding one-off routes.

Organize pace groups and race heats with sub-schedules

A club calendar that mixes beginner 5K joggers, fast paceline cyclists, and timed race waves into one feed can confuse new members. You can group your sessions by format using separate club sub-schedules.

Sub-schedules live on your main schedule page at its own address. Visitors can filter the calendar to see only the sessions they attend. You can create sub-schedules for each activity type:

• Social and beginner runs: Couch-to-5K programs, conversational social miles, and no-drop weekend club rides.
• Interval and tempo sessions: Midweek track workouts, hill repeats, and paceline training.
• Time trials and benchmark heats: Monthly 10-mile cycling time trials, club 5K benchmarks, and capped wave starts.

Each sub-schedule also gets its own web address. You can paste the direct link for your social group into community chats without showing fast-paced track workouts.

Cap attendance on competitive time trials and heats

Drop-in social runs rarely need caps, but velodrome slots, hill-climb waves, and benchmark 5K time trials need strict headcount limits for safety. You can set up free event registration with an optional capacity limit on every plan, including Free.

When setting up the event, select Free registration and enter your attendance limit, such as 30 runners. When 30 runners complete the form, registration closes immediately to prevent overbooking.

On the Tickets tab, open the Registration form row. You can turn on Ask for phone number to collect emergency contacts for athletes on the road. You can also turn on Individual tickets at no cost on Free registration events. This sends every registered runner their own confirmation email and check-in QR code.

Please arrive 15 minutes before your wave start. Check in with the ride leader using the QR code on your phone before mounting up or warming up on the track.

How the automatic waitlist handles dropouts

Athletes get injured, fall ill, or have work conflicts before a timed benchmark. Instead of monitoring cancellation emails and updating spreadsheet rows by hand, you can let the platform manage the queue.

Event Schedule includes a waitlist for full events that works with free registrations on every plan. Once all registration spots fill up, a Join Waitlist button appears on the event page. Interested runners enter their name and email to join the queue.

When a registered runner cancels their registration, the system automatically emails the next person in line. That person receives a private link valid for 24 hours to claim their spot. If they do not complete registration within 24 hours, the link expires and the system notifies the next runner in line. Only one person is notified at a time to prevent overselling.

In the admin portal, open Sales and choose the Waitlist tab to see who is waiting, who has been notified, and how much time remains on their link.

Sync club sessions to Google Calendar and Apple Calendar

Volunteer coordinators spend too much time fielding messages about start times and meeting points. Linking your schedule to personal calendar apps keeps club members informed.

Every schedule includes an iCal feed that works with Google Calendar, Apple Calendar, Outlook, and any calendar app that accepts URL feeds. Guests can click Subscribe to all events from your schedule on any event page or sign-up panel. Event Schedule also provides two-way calendar sync with Google Calendar, Outlook, and CalDAV for schedule admins.

Subscribed calendars update automatically when you adjust sessions. The feed expands repeating events into individual entries for the next 90 days. When you exclude a holiday date or move a start location, the change flows to member calendars without anyone having to re-subscribe. Calendar feeds cache for an hour before external calendar apps fetch updates on their own cycle.

Questions people ask

Can Event Schedule record race finish times or assign bib numbers?

No. Event Schedule provides event calendars, registrations, QR check-ins, and waitlists, but it does not record race finish times, calculate age-graded scores, or assign bib numbers. Clubs record race times using dedicated timing apps, stopwatches, or club spreadsheets.

Can we keep certain club rides hidden for paid members only?

Event Schedule does not gate events behind a member login or hide event listings by membership tier. All public events on your schedule can be viewed by anyone who visits the page.

Can ride leaders manage volunteer marshal rotas on the calendar?

No. Event Schedule does not include volunteer shift scheduling, volunteer profiles, or sign-up rotas. Clubs organize course marshals, pace leaders, and finish-line volunteers using outside spreadsheets or volunteer forms.