Creating and Managing Events

Overview

Flying clubs are communities, not just scheduling systems. Ground schools, fly-outs to local airports, safety seminars, hangar parties, and annual banquets are what turn a roster of individual pilots into a club with a shared identity. Centerline's Events module gives booking managers and account owners a dedicated place to create, manage, and promote club events — all in the same platform your members already use to schedule flights.

Events are more than calendar entries. Each event can have a description, a location, a start and end time, and an optional seat limit — so you can handle everything from a casual breakfast fly-in with unlimited attendance to a small instrument currency clinic where you need to know exactly who's coming. Members register directly in Centerline, you can see the registrant list at a glance, notify attendees, and even generate an iCal feed so events appear in members' personal calendar apps. Keeping events in Centerline eliminates the back-and-forth of email RSVPs, reduces no-shows, and ensures that everyone is working from the same information.

Feature flag: Events must be enabled for your organization before the Events section appears in your dashboard. If you don't see Events in the left navigation, contact Centerline support or check your organization's settings with an account owner.

Who Can Create Events

Only users with the Booking role or the Account Owner role can create, edit, delete, or manage event registrations. Regular members with the Member role can view and register for events but cannot create them.

Step-by-Step: Creating an Event

1. Open the Events page

Navigate to Events in the left sidebar of your dashboard. You'll see a table of upcoming events for your organization. If no events have been created yet, the table will show "No upcoming events."

2. Open the New Event dialog

Click the New Event button in the upper-right corner of the page. A dialog will open with the event creation form.

3. Fill in the event details

Title (required)

Give the event a clear, descriptive name. Members will see this title in the events table and in any notification emails you send. Good examples: "Instrument Currency Clinic," "Spring Fly-Out to KOSH," "Annual Safety Seminar."

Description (optional)

Use the description to add context that members need before they register: what to bring, what the agenda looks like, skill level requirements, cost, or anything else. The description appears in the event detail view when a member clicks on the event row. It supports plain text with line breaks — keep it informative but concise.

Location (optional)

Enter a human-readable location string. This might be an airport identifier ("KPWK — Palwaukee Municipal"), a specific venue ("Main Hangar — Bay 3"), or an address. If the location is your home field, you can omit this field and explain the location in the description instead.

All day checkbox

Toggle All day if the event spans a full day or multiple days without a specific start and end time — for example, a fly-in weekend or a multi-day trip. When checked, the time pickers disappear and you'll enter only start and end dates. When unchecked (the default), you'll pick specific start and end times.

Start and End date/time

For timed events (all day unchecked), you'll see three fields for each of start and end: a date picker, an hour selector, and a minute selector (in 15-minute increments: :00, :15, :30, :45). Times are interpreted in your organization's configured timezone, so members across time zones will see times displayed correctly for them. The form defaults the date to tomorrow and the time to 10:00 AM / 12:00 PM — adjust as needed.

For all-day events, you'll see separate start date and end date pickers. If the event spans a single day, set start and end to the same date.

Seats (optional)

Enter a number in the Seats field if you need to cap attendance — for example, a flight simulator session limited to 6 participants, or a safety seminar where the room only holds 20 people. Leave this field blank for unlimited attendance. When the seat limit is reached, the event status changes to Full and the Register button becomes disabled for members who haven't yet signed up.

4. Submit the form

Click Create Event. The dialog will close automatically after a brief confirmation message, and the new event will appear in the events table sorted by start time.

Managing Existing Events

Editing an event

To edit an event, click the pencil icon in the action column of the events table, or open the event details and use the edit button. The Edit Event dialog contains the same fields as the creation form, pre-populated with the current values. Update any fields and click Save Changes.

You can edit events at any time — including after members have registered. If you change the date, time, or location of an event that already has registrants, consider sending a notification (see below) so members know about the update.

Copying a direct link

Click the link icon next to any event to copy a direct URL that opens that event's detail dialog. Share this link with members who need to find a specific event quickly — it works even for people on mobile who might not want to scroll through the full events list.

Deleting an event

Click the trash icon to permanently delete an event. You'll be asked to confirm before anything is deleted. Deleting an event also removes all registrations — there is no way to recover them. If the event is canceled but you want to preserve the registration history for reference, consider editing the title or description to mark it as canceled instead of deleting it outright.

Notifying Members About an Event

Once an event exists, you can send a notification to members via the bell icon in the action column. Clicking it opens a dialog with two options:

Audience

• All members — sends the notification to every active member in the organization, regardless of whether they've registered. Use this to announce a new event or remind members who haven't signed up yet.
• Registered members only — sends only to people already registered. The count of registered members is shown next to this option so you know exactly how many people will receive it. Use this for logistics updates (gate code changes, parking instructions, weather-dependent schedule shifts) that only matter to confirmed attendees.

Additional comments (optional)

Add a free-text message that will be included with the notification. This is the place for the specific details that prompted you to send the notification — for example, "Reminder: bring your logbook and a current medical certificate" or "Note: start time has been moved to 9 AM due to airspace scheduling." If left blank, the notification will include only the event details.

Click Send Notification to deliver the message. The system records the time of the last notification so you can see it the next time you open the notify dialog — this helps avoid accidentally sending duplicate notifications.

Notifications are sent via each member's preferred channels (email and/or SMS) based on their individual notification preferences. Members who have opted out of email or SMS notifications will not receive them.

Managing Registrations

Clicking any event row opens the event detail dialog, which includes a Registrants section. This section shows:

• The name and email of every registered member
• Any comment they left when registering
• A You badge next to your own name if you're registered

Adding a registrant manually

If a member signed up in a different way (email, in person, phone call) and you need to record their registration in Centerline, click Add in the Registrants section. A dropdown will show all organization members who haven't yet registered. Select the member, optionally add a comment, and click Add Registrant. The selected member will receive a confirmation email.

Removing a registrant

Click the X button next to any registrant's name to remove them from the event. You'll be asked to confirm. This is useful if a member contacted you directly to cancel but didn't unregister themselves in the app, or if you need to make room under a seat limit for a higher-priority attendee.

Registration management (adding and removing registrants) is only available before the event ends. Once the event's end time has passed, the registrant list is read-only.

Setting Up the Calendar Feed

Centerline can publish your organization's events as an iCal feed (.ics) that members can subscribe to in Apple Calendar, Google Calendar, Outlook, or any other calendar app that supports calendar subscriptions. When subscribed, events appear in their personal calendar and update automatically when you make changes in Centerline.

To generate the calendar feed URL, click the Subscribe button at the top of the Events page. If no feed has been generated yet, you'll have the option to create one. Once generated, a URL is displayed — copy it and share it with members so they can subscribe. See Registering for Events for instructions members can follow to subscribe.

Regenerating the calendar token will break any existing subscriptions members have set up. Only regenerate if you need to revoke access to the feed — for example, if the URL was shared outside the club.

Tips

• Create events in advance. Members plan their schedules around upcoming events. A fly-out posted two weeks ahead will get more sign-ups than one posted two days before. Use the notification feature to send a reminder in the final days before the event.
• Use the description for all logistical details. Members will open the event detail before they register. Include everything they need to decide whether to come: departure time, expected duration, aircraft needed (if any), cost, skill level, and what to bring.
• Set a seat limit when capacity matters. If you're organizing a guided tour of a maintenance facility or a small ground school session, a seat limit prevents overbooking and lets members on the bubble know they need to act quickly.
• All-day is best for multi-day events. For a weekend trip or a week-long fly-in event like AirVenture, use the all-day option and set start and end dates. This keeps the event from showing a misleading specific time in the list.
• Notify registered members when details change. If you update the location, time, or any key logistical detail after people have registered, send a notification to registered members only so they get the updated information.
• Past events are hidden by default. The events table shows only upcoming events. Members (and admins) can check the Show past events checkbox at the bottom of the page to see the full event history for the organization.