Welcome to MyPonyClub Event Manager

MyPonyClub Event Manager is a comprehensive platform designed to streamline event management across Pony Club Victoria. The system enables clubs to create and submit events, zone representatives to review and approve them, and provides a public calendar for everyone to view all Pony Club activities.

Key Features

How to Access the Application

Public Calendar Access (No Login Required)

Anyone can view Pony Club events without needing an account or logging in.

Management Access (Login Required)

If you need to create events, approve events, or perform administrative tasks, you'll need to log in.

Who Needs to Login?

Getting Started

First Time Login

If you need to manage events (as a club manager, zone rep, or administrator), you'll need to log in to access the system.

Understanding the Interface

Navigation Bar

• Logo (top left) - Returns to your role's home dashboard
• Navigation Buttons - Access different sections based on your role
• User Menu (top right) - Shows your name, role, and logout option

Dashboard Layout

• Statistics Cards - Quick overview of key metrics relevant to your role
• Action Buttons - Primary functions for your role (e.g., "Add Event", "Approve Events")
• Data Tables - Sortable, searchable lists of events, clubs, users, etc.
• Filter Controls - Refine displayed information by date, status, zone, etc.

Understanding Your Role

The MyPonyClub Event Manager uses a role-based system to provide different features and permissions based on your position within the organization. Understanding your role helps you navigate to the right features quickly.

Role Hierarchy

The system uses a multi-tier structure where higher-level roles have broader oversight:

┌─────────────────────────────────────────┐
│         Super User (Admin)              │
│    Full system access & management      │
└────────────────┬────────────────────────┘
                 │
        ┌────────┴────────┐
        │                 │
┌───────▼────────┐  ┌────▼──────────────┐
│  State Manager │  │   EV Manager      │
│  State-level   │  │   EV Program      │
│  oversight     │  │   coordination    │
└───────┬────────┘  └───────────────────┘
        │
   ┌────┴────┐
   │         │
┌──▼─────────▼──┐
│  Zone Rep     │
│  Zone-level   │
│  approval     │
└──┬────────────┘
   │
┌──▼────────────┐
│ Club Manager  │
│  Club events  │
│  submission   │
└───────────────┘
                

Role Descriptions & Permissions

1. Calendar Viewer (Public Access)

Purpose: View Pony Club events without needing to log in

Permissions:

• ✅ View all approved and pending events on public calendar
• ✅ Filter events by date, zone, club, event type
• ✅ Export calendar to PDF
• ❌ No login required

2. Club Manager

Purpose: Manage individual club events and submit them for approval

Permissions:

• ✅ Submit event requests for their club
• ✅ Edit pending or rejected events
• ✅ View event approval status and feedback
• ✅ Upload event schedules (PDF files)
• ✅ View their club's event history
• ❌ Cannot approve their own club's events

3. Zone Representative

Purpose: Review and approve club events within their assigned zone

Permissions:

• ✅ View all events in their zone
• ✅ Approve or reject club event requests
• ✅ Add feedback and comments to events
• ✅ Manage zone calendar
• ✅ Access zone-level statistics
• ✅ Export zone event reports

4. State Manager

Purpose: Oversee all zones and provide state-level coordination

Permissions:

• ✅ View events across all zones
• ✅ Manage state-level settings
• ✅ Override zone decisions (if needed)
• ✅ Manage public holidays
• ✅ Generate state-wide reports
• ✅ Access advanced analytics

5. Super User (Administrator)

Purpose: Full system administration and configuration

Permissions:

• ✅ All permissions from other roles
• ✅ User management (create, edit, delete users)
• ✅ Club and zone configuration
• ✅ Event type management
• ✅ System settings and maintenance
• ✅ Database operations
• ✅ Import/export data

Understanding the Process

Events in MyPonyClub Event Manager go through an approval workflow to ensure proper coordination and scheduling. Here's how the process works:

Event Approval Railway

Your event progresses through these stations from submission to full approval:

Rejection & Revision Loops

If your event is rejected, don't worry! You can revise and resubmit:

Station Guide

Quick Navigation - Jump to Your Role

Click on your role below to jump directly to the relevant section of this guide:

📅 Calendar Viewer Guide

Learn how to view, filter, and export the event calendar. This section is for anyone wanting to view Pony Club events.

Accessing the Calendar

Viewing Events

Understanding the Calendar Display

Event Status Color Coding

Events are color-coded by approval status for easy identification:

Event Status Indicators

Filtering Events

Interactive Filter Demo

Power User: Filter Combinations

Exporting the Calendar

Export Options

📝 Request Event

Anyone can request an event to be added to the calendar using the embedded request form. No login required!

Overview

The Event Request feature allows clubs to register their planned events for the coming year. A responsible member of the club can use this form to submit events on behalf of their club. This is perfect for:

How It Works

Using the Request Form

The event request form is embedded directly into the public calendar page for easy access.

Accessing the Form

Form Fields

When filling out the request form, you'll need to provide the following information:

Best Practices

After Submission

What Happens Next?

Common Questions

🏇 Club Manager Guide

Complete guide for club managers to create, manage, and submit events for approval.

Dashboard Overview

Your club manager dashboard provides a central location to manage all your club's events.

Accessing the Club Manager Dashboard

1. After logging in, you'll see the Club Manager dashboard
2. Your club will be automatically selected from the dropdown
3. If you manage multiple clubs, select the desired club from the dropdown

Dashboard Components

Event Status Filters

Creating Events

Step-by-step guide to creating and submitting new events for your club.

Committee Nominations

Submit and manage your club's committee nominations following your Annual General Meeting (AGM).

Overview

After your club's AGM, you need to nominate your committee members for the upcoming year. The system allows you to submit, edit, and manage these nominations through a simple approval process.

Submitting Committee Nominations

Managing Committee Nominations

Nomination Status Indicators

Editing a Pending Nomination

Withdrawing a Nomination

Resubmitting a Rejected Nomination

Member Autocomplete Feature

When nominating committee members, the system helps you by:

• ✨ Smart Search - Start typing any part of a member's name
• 📋 Contact Preview - See email, mobile, and Pony Club ID in dropdown
• 🔄 Auto-fill - Email and mobile automatically populate when you select a member
• ✏️ Always Editable - You can type or edit email/mobile fields even after auto-fill

Common Scenarios

Scenario: First Time Committee Nomination

Scenario: Correcting a Mistake After Submission

Scenario: Responding to Rejection

Scenario: Committee Member Changes Mind

Advanced Event Management

Edit, update, or cancel existing events based on their approval status.

Event Actions by Status

Editing a Rejected Event

Common Scenarios

Scenario: Responding to Event Rejection

Scenario: Planning Around Public Holidays

Scenario: Coordinating with Other Clubs

Uploading Event Schedules

Add detailed schedules to your approved events for members and participants to view.

How to Upload a Schedule

Schedule Best Practices

Updating a Schedule

If you need to update a schedule after uploading:

1. Click "Upload Schedule" again on the same event
2. Select the updated PDF file
3. The new schedule will replace the previous version
4. Participants will see the updated schedule immediately

Club Settings

Configure your club's information and preferences.

Accessing Club Settings

Click the "Club Settings" button on your dashboard to access configuration options.

Available Settings

Club Contact Information

• Primary contact person
• Contact email address
• Contact phone number
• Club physical address

Default Event Settings

• Default event location/venue
• Standard event start times
• Default event duration
• Typical event contact person

Notification Preferences

• Email notifications for event approvals
• Email notifications for event rejections
• Reminder emails for upcoming events
• Weekly summary emails

Club History

View historical information about your club including:

• Total events submitted
• Approval rate statistics
• Past event managers
• Club milestones

⭐ Zone Representative Guide

Complete guide for zone representatives to review and approve club events, manage schedules, and coordinate zone-wide activities.

Dashboard Overview

Your zone representative dashboard provides a central location to manage all events and approvals for your zone.

Accessing the Zone Dashboard

1. Log in to the system with your zone representative credentials
2. You'll automatically see the Zone Manager Dashboard
3. Your zone will be pre-selected based on your account settings

Dashboard Features

Statistics Cards

Your dashboard displays key metrics at a glance:

• Pending Approvals Count - Number of events waiting for your review
• Pending Schedules Count - Number of schedules awaiting approval
• Approved This Month - Events you've approved in the current month
• Total Zone Events - All events in your zone

Event Approvals

As a zone representative, you review and approve events submitted by clubs in your zone. This ensures proper coordination and avoids scheduling conflicts.

The Approval Process

Events follow a structured approval workflow as shown in the Event Approval Railway diagram in the Introduction section. Your role focuses on reviewing date submissions.

How to Approve an Event

How to Reject an Event

Common Rejection Reasons

Schedule Approvals

After approving an event's date, clubs must upload a detailed schedule. You'll review and approve these schedules to ensure events are properly organized.

What is a Schedule?

An event schedule is a PDF document that includes:

• ✅ Detailed timeline of activities (e.g., "9:00 AM - Registration", "10:00 AM - Dressage begins")
• ✅ Age divisions and classes
• ✅ Entry fees and requirements
• ✅ Officials and judges
• ✅ Safety information and rules
• ✅ Contact details for inquiries

Schedule Approval Workflow

Schedule Review Checklist

How to Approve a Schedule

1. Go to "Pending Schedule Reviews" on your dashboard
2. Click on the event to view details
3. Click "View Schedule" to download and review the PDF
4. If everything is in order, click "Approve Schedule"
5. Optionally add a message (e.g., "Great schedule - everything looks good!")
6. Click "Confirm Approval"

How to Reject a Schedule

1. Click "Reject Schedule" on the review screen
2. Provide specific feedback on what needs to be fixed
3. Click "Confirm Rejection"

Example Rejection Feedback: "Please update the schedule to include: 1) Entry fees for each division, 2) Closing date for entries, and 3) Emergency contact information. Once updated, please resubmit for approval."

Zone Calendar Management

In addition to approving club events, you can create and manage zone-wide events that apply to all clubs in your zone.

What are Zone Events?

Zone events are activities organized at the zone level, such as:

• 🏆 Zone Championships and competitions
• 📚 Zone training days and clinics
• 🎪 Zone rallies and social events
• 📅 Zone committee meetings
• ⭐ Inter-zone competitions

Creating a Zone Event

Managing Existing Zone Events

You can edit or delete zone events you've created:

• Edit: Click on a zone event and select "Edit Event" to update details
• Delete: Remove events that are cancelled or no longer needed
• Add Schedule Later: Upload schedules to existing events at any time

Best Practices for Zone Representatives

Communication

Conflict Resolution

Annual Planning Tips

👑 Administrator Guide

System-wide administration and management features.

Administrator Overview

Access to system-wide settings, user management, and advanced features.

Troubleshooting

Events Not Showing

Common Issues & Solutions

Quick Reference

Common Tasks by Role