Editing an Event

Event owners, editors and Admins can make changes to an event. 

Editing the Event Details

(first tab of event creation process)

• Click on the event name or event ID for the event that you wish to change
• You can make any changes to the event Details page such as the event name, event description, event editor(s), number of people, etc. and then click "Update", located on the top OR bottom right of the page without effecting the status of the event. 

• If you edit the date, time or recurrence rules, and select update, you must also re-submit the event for approval. The status of your event will change to pending status as all items need to be re-approved for the new date/time selected. 
  • The same is true if you edit the spaces, resources and/or services on an event.

• If you do not re-submit the event, it will revert to Draft status and no longer show on your calendar(s). It will show in your "My Drafts" grid on your dashboard.) The event will also show on the Admin and Sub-Admin "Requires Administrative Approval" grid with a message "Currently being updated..." (shown below).

"Currently Being Updated" Notice on Events

• This is intentional! We had Admins wondering why events were disappearing after they approved them. The reason was because either the event owner or editor made changes to the event without resubmitting it, causing it to revert to draft status and no longer showing on the calendar or the "Upcoming Approved Events" grid.
• To clarify when an event owner or editor edits anything having to do with the time, date, recurrence patter, spaces, resources or services, it will "pull" the event out of approval back into draft mode and need to be re-submitted for approval. The reason why it that those changes cause the event to need to go back through conflict detection.

Dashboard example

• The Administrator will receive a modification email with the changes for re-approval.
• If you want the Sub-Admins to also receive a modification email, be sure to have the box checked in Settings > Advanced > General > Email Notifications, as shown below.

• If you want Sub-Admins to be notified if an event has been deleted, click the "Send Delete Notifications to Sub-Admins" as also shown in the attached above.
  
  

Editing Items (Spaces, Resources, Services)

• Go to the ITEMS tab and select either (Spaces, Resources, and or Services).

• If you just want to add an item to your existing items, simply select your desired item(s) and resubmit your event for approval.
  • Any items that have already been approved will remain approved and any new items will be in pending status.
  • However, if you also change the date/time or recurrence rules for the event on the main Details tab, all items will go to pending status as they need to be approved for the new date/time.
• If you choose to delete any items, you can do so, then click next and resubmit your event.
• The Administrator will receive a modification email with the changes for re-approval. Any new items that require the approval of a Sub-Admin will be notified. If an item has been removed or changes have been made to an item, a modification email will be sent to the Sub-Admin if the appropriate settings have been selected. Go to Settings > Advanced > General > Email Notifications, as shown below.

• If you want Sub-Admins to be notified if an event has been deleted, click the "Send Delete Notifications to Sub-Admins" as also shown in the attached above.

Editing the Event Setup Tab

• You can make changes to the event setup, giving more details, adding notes, change configurations and more! Simply make your changes, and select NEXT.

• • Whenever in doubt regarding if you need to resubmit the event after making changes, just look at the top of your dashboard and to the right of your event name to make sure the status of the event did not change to draft status (see attachment below). If it did, you must resubmit your event with changes.

Editing a Schedule

• Read this Knowledge Base article to learn the difference between Occurrences and Schedules on events: When to Add Occurrence vs. New Schedule?
• When editing a schedule within an event, it is important that you are within the desired schedule before making changes. You can go to the "Schedules" tab, and click on the schedule ID or Schedule Name for the schedule that you want to change OR choose from the schedule drop-down menu as shown below.

• Next, make your desired changes and resubmit for approval.
• The Administrator will receive a modification email with the changes for re-approval. Any new items that require the approval of a Sub-Admin will be notified. If an item has been removed or changes have been made to an item, a modification email will be sent to the Sub-Admin if the appropriate settings have been selected. Go to  Settings>Advanced> General>Optional Settings, as shown below.

• If you want Sub-Admins to be notified if an event has been deleted, click the "Send Delete Notifications to Sub-Admins" as also shown in the attached above.

Editing Occurrence(s) and/or items within the Occurrences Tab

• You can make edits to any occurrence by deleting specific items or editing the entire occurrence (see attached below). 

• To delete an item for one or a couple of occurrences, simply click the red trash can to the right of the item.

• • If you need to delete an item for ALL occurrences on the event, do so at the item level by going to the Items tab.

• To edit the date/time, space, resource, services or setup for an occurrence, select the appropriate green button above the occurrence. You can also cancel (gold "Cancel Occurrence" button) or delete (red "Delete Occurrence" button) occurrences (see attachment above).

• If you ONLY want to add/edit notes at the occurrence level for any item, simply select "Edit Setup" for that occurrence and then select the green "Edit Notes" button to the right of the item. This allows users to update a note for a particular day without creating a new schedule.
• Overriden Occurences
  • If you are wanting to override the setup for a particular occurrence, make changes to a form, the occurrence name/tile etc., be sure to select the red "Override Setup" button. Then you will be able to edit more details for that occurrence on any of the tabs.

• • To go back to editing the original event, make sure you have the original event selected in the drop down menu at the top right-hand side. After making any edits, make sure to submit the event for approval.  

On the Occurrence tab, you also have the ability to add additional occurrences by selecting "Add Occurrence"

• After making your changes, be sure to resubmit your event!
• The Administrator will receive a modification email with the changes for re-approval. Any new items that require the approval of a Sub-Admin will be notified. If an item has been removed or changes have been made to an item, a modification email will be sent to the Sub-Admin if the appropriate settings have been selected. Go to  Settings>Advanced> General>Optional Settings, as shown below.

• If you want Sub-Admins to be notified if an event has been deleted, click the "Send Delete Notifications to Sub-Admins" as also shown in the attached above.