Editing an Event

Sections in this article:

• Who Can Edit an Event
• Re-submit for Approval
• Re-Pre-Approve
• Notifications About Changes
• What Happens When You Edit an Event or Schedule on an Event
• Editing the Event Details Tab
• "Currently Being Updated" Notice on Events
• Editing Items (Spaces, Resources, Services)
• Editing the Event Setup Tab
• Editing Occurrence(s) and/or items within the Occurrences Tab
  • Overridden Occurrences
• Editing a Schedule on an Event

 

Who Can Edit an Event

Event owners, editors and Admins can make changes to an event as well as any event occurrence.

• If a sub-admin or user is not the event owner or editor, then they will not be able to edit that event.
• All changes made by all users can be seen on the History tab of the event. 

 

Re-submit for Approval

• If the dates, times or recurrence rules are changed, the event will need to be re-submitted the event for approval. The status of the event will change to a pending status as all items will need to be re-approved for the new dates/times selected. 
  • The same is true if the spaces, resources and/or services are edited 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).

 

Re-Pre-Approve

• If an admin has enabled the setting "Require a Changed Event to go back through PREAPPROVAL process", then any edit made to an event that has already been pre-approved will cause it to need to be pre-approved again: Event Creation | Pre-Approval Settings

 

 

 

Notifications About Changes

• 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 screenshot above.

 

 

 

What Happens When You Edit an Event or Schedule on an Event

• When you make changes on the Details tab, Items-Space/Resources/Service tabs, or Setup Tab, those changes will apply to ALL the occurrences on the event OR schedule selected in the top right side drop-down menu.
• Any event with multiple schedules on it (which are separate from occurrences) will be displayed in a drop-down menu at the top right-hand side. Any individual occurrence that had its Setup Tab edited by clicking the "Override Setup" button will also turn into a separate schedule on the event.
• In either case, please make sure to check to make sure you have the right schedule selected before you edit the Details, Items, or Setup tab.
  
  • Learn more: When to Add Occurrence vs. New Schedule?

•   For customers subscribed to Work Order & Asset Management: You can create a separate work order for each schedule on the event.

• For customers subscribed to Billing & Invoicing: You can create a separate invoice for each schedule that either includes one or all of the occurrences on that schedule on the event. You can also merge invoices for multiple schedules on an event. 

 

 

Editing the Event Details Tab

• They 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 affecting the status of the event. 

 

 

"Currently Being Updated" Notice on Events

• Rather than have events disappear from the Dashboard when events are edited and reverted back to draft, all events in a draft state will show on the internal calendar view. These are events that will need to be submitted in order to be approved.  
• To clarify when an event owner or editor edits anything on the Details tab, 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)

• On the Items tab, you can choose between the Space, Resources, and Service tab and adjust which spaces, resources, and services are selected on the event. 

• How Changes Affect the Event:

  • Event Occurrences vs Schedule Occurrences: Changes made on the Items > Space/Resources/Service tab will apply to all occurrences on the event. If the event has more than one schedule, then changes made on these tabs will apply to all the occurrences on the schedule that is selected in the top right drop down menu. 

• Re-Approval: Any changes to the Items > Space/Resource/Service tab will require the event to go through approval again.
  
  • 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.

•  

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

• You can make edits to any occurrence like deleting specific items.
• To see all the options for editing one or several occurrences click to expand those occurrences by using the expand icon to the left of the title of that occurrence.  
  • You can also choose to "Expand All" and then "Collapse All" occurrences. If you do, then when you leave and return to the Occurrences tab, the occurrences will either be left expanded or collapsed, depending on which state you left them in. 

• Edit Time/Date: You can adjust the individual dates and times of occurrences.
  • While you can create individual occurrences to be virtual or non-virtual, all occurrences on the event can either be onsite or off-site by editing the Details tab. 

 

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

• • Delete All Occurrences: 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 (orange "Cancel Occurrence" button) or delete (red "Delete Occurrence" button) occurrences (see attachment above).

• Edit Seup: 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.

 

• Overridden Occurrences

  • If you are wanting to override the setup for a particular occurrence in order to make changes to the setup 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.

 

Editing a Schedule on an Event

• 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.
• While different schedules on the event can be public vs. non-public or virtual vs. not-virtual, all schedules on the event can only be either onsite or offsite.

   

• Next, make your desired changes and resubmit for approval.