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Features & how they work › Core features

Events

From RSVPs to door check-in and sponsors

Create an event and members RSVP in the app — with guests, meal choices, fees, capacity, deadlines and sponsor tiers. Reminders go out automatically and the door runs on QR check-in.

Who uses it:ManagersStaffMembers & guests
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What it does

RSVP forms

Member and guest fees, capacity, deadlines and custom fields such as meal choice.

Sponsorships

Offer tiers with names, prices and slots.

Check-in

Scan tickets or member cards; arrivals are tallied live.

Public sign-up page

Publish a URL for non-members; it's recorded as non-member income.

How it flows

  1. 1Office
    Create the event

    Title, date, venue, bilingual description, fees, capacity, deadline and image. Drafts stay hidden.

  2. 2Member / guest
    RSVP in the app

    Add guests and meal choices; a QR ticket is issued.

  3. 3Automatic
    Reminders

    Before the deadline (to those who haven't replied) and the day before (to attendees), by push and email.

  4. 4Staff
    Check in with QR

    Scan a ticket or member card to check guests in.

  5. 5Office
    Review attendance

    See RSVPs, guests and payment status, and export CSV.

On phones & in the app

Members browse events in the app and RSVP on the spot, guests and payment included. The office checks sign-ups and the attendee list from a phone.

Member: the event list
AppMember: the event list
Member: RSVP
AppMember: RSVP
Office: managing events on a phone
Phone browserOffice: managing events on a phone

See the screens

Admin (office)

Event editor

Events

  1. Events → “+ Create”. Set title, date/time, venue, description (Japanese and English), fees (member / guest), capacity, deadline and image. Saved as Draft it stays hidden from members.
  2. The event screen is switched with the tabs at the top: Basics / Sign-up fields / Public page / Sponsors / Jotform / Notify members. Publishing the sign-up page under “Public page” gives a link and QR that need no login, for non-members. Even for a draft event, anyone with the link can open it and register (it does not appear in the member app). To stop taking sign-ups, set the status to Closed or press Unpublish.
  3. Add custom fields (meal choice, checkbox, quantity…) and sponsorship tiers (name, price, slots).
  4. Sales tax on sponsorships: enter “Invited seats” and “Price per seat (member price)” on a tier and the applications list and CSV show, per sponsor, the taxable part (seats × price; seats with a meal are taxable), the non-taxable rest and the sales tax. Seats can be edited per application. Whether the sponsor is a member company (member number) decides member / non-member in the 15% / 35% totals. For applications imported from Jotform the company name is matched against the roster automatically (punctuation and Inc / LLC are ignored; a name that is the beginning of exactly one roster company, such as “Mizuho Americas” and “Mizuho Americas Service LLC”, is also linked; if it fits two or more companies it stays non-member). A member number you enter or clear on the list is never changed automatically. The taxable total (before tax) and the tax total are shown at the top.
  5. The public sign-up page can also take members (“Public page” tab → “Let members register here too”; events linked to Jotform start this way). The page asks “member / non-member”, the member number and company, and the number of member tickets and guest / non-member tickets. Members do not log in. If the member number or email matches the roster the registration is linked to the member; if not, the attendee list flags it. Add a picture under “Photo”, just below the title, when creating or editing the event (it is shown at the top of the sign-up page and of the event screen for members). Where online payment (card or PayPal) is connected, a sign-up with a fee becomes a registration only once it is paid: someone who leaves before paying gets no ticket (QR) and no email and is not counted (they are listed, folded, under “Sign-ups left before paying” at the bottom of the attendee list). The sign-up page is not indexed by search engines.
  6. If sign-ups and payments are taken in Jotform: enter an API key (Read Access) under Settings → Jotform and the rest is automatic. About once an hour Jotform is checked: a new registration form becomes a draft event (hidden from members), a sponsorship form (Sponsor / Pledge in its name) is linked to the event with the closest name, and events are re-imported until 14 days after they take place. Date, time, venue and the member / non-member fees are read from the form and its autoresponder email; tickets sold by type, amounts, member or non-member, and the sponsorship applications (levels become tiers) are imported. Sponsors' invited seats come from the number set on each tier (sponsorship level); a tier with the same name carries its number over to the next event. When the number differs per sponsor, set the staff's spreadsheet to “Anyone with the link (Viewer)” and enter its URL on the event's Jotform tab; the invited-seats column is then read. Events → “Create from Jotform” also lets you check right now or choose a form yourself. Read-only; no email is sent. The same can be done without Jotform, using this app's own sign-up page (members, non-members and sponsors).
  7. Attendees: view RSVPs, guests and payment status, export CSV. The Check-in page handles QR check-in on the day and counts arrivals.
  8. Publish the registration page for non-members to accept public sign-ups via a URL (recorded as non-member income).
  9. Reminders go out automatically by app notification and email a few days before the RSVP deadline (to members who have not replied) and the day before (to attendees). Set the days and on/off under “⚙️ Event reminders” above the event list.
  10. To delete an event, open it and use “🗑 Delete this event” below the Save button. Without sign-ups it is deleted right away. For an event with sign-ups, normally set Status to Cancelled so the records are kept; an owner can delete a test event along with its sign-ups by typing its title (events with card payments can't be deleted).

Staff screens

Office site: scan member card

Scanning member cards and event tickets

  1. App: My Page → Staff → “Scan QR”. The first time, allow camera access.
  2. In “Member card” mode, hold the card’s QR in the frame: name, number, category, expiry plus today’s RSVPs and reservations appear. Valid = green; expired or withdrawn = red.
  3. For event check-in, select today’s event in the mode row first. Scanning the ticket or member card marks the guest as checked in; scanning twice does not double count.
  4. If the QR will not scan, type the member number or ticket code in the field below and tap “Check”. The card QR includes the organization, so a card from another organization shows “belongs to another organization” and is not accepted. A QR containing only a number is not accepted either; type the number instead.
  5. Browser: Office site → Scan member card (/admin/scan). Event check-in is also under Events → “Check-in”.

Member app & web

Event detail (web)

Events and RSVP

  1. The Events tab lists open events by date. Tap one for details: date, venue, fee, deadline and remaining seats.
  2. Choose “Attending”, enter the number of guests and submit. If a guest is not a member, enter their name (the club is required to keep this record).
  3. Some events have extra fields (meal choice etc.) or sponsorship tiers you can apply for.
  4. After you RSVP a ticket is issued. On the day, show the ticket QR or your member card to check in. Fees are added to your statement or paid as instructed.
  5. You can change or cancel until the deadline; after that, contact the office.

Works well with

Member cards (QR)Show the card in the app — that's itDetails ›
News & push notificationsGet important news straight to members' phonesDetails ›
Non-member income monitor (501(c)(7))Track the 15% and 35% tests for social clubs, all yearDetails ›

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