What Do I Do When My Event is Completed or Cancelled?

When an event is completed or cancelled, it’s a good idea to take a few steps in Planning Pod before archiving it. This ensures all information is up-to-date, important details are captured, and your account stays organized.

Even if the event is finished or won’t be happening, a little review now can save you time and headaches later.

Step 1: Add Notes

Before archiving, add any final notes about the event:

• Use the Notes tool in the event dashboard or update things like headcount, tags, or dates/times here as well.

• Record details such as feedback, lessons learned, vendor updates, or any other important information.

• This keeps a complete record of the event even after it’s archived.

Step 2: Review the Invoice

• Check the invoice to ensure all information is up-to-date.

• Remove any unnecessary Payment Reminders, since these will still send out if not deleted.

• If the event is cancelled and you need to zero out the invoice, you can create a line item with a negative balance. This lets you track why items were cancelled and balance the invoice without skewing your numbers.

• Be sure to remove any future payment reminders associated with cancelled items.

Step 3: Review Tickets and Attendees (for Ticketed Events)

• Use the Attendee Tool and Ticket Order Tool to gather reports for the specific event.

• Planning Pod’s reporting tool pulls data across all events, not individual ticketed events, so it’s best to export this information now.

• You can always reopen the event later if you need to grab additional reports.

Step 4: Review To-Dos

• Check any incomplete tasks or tasks scheduled to go out in the future.

• Decide if any tasks need to be updated, completed, or removed before archiving.

Step 5: Add Tags

• Add tags to the event for easier organization or searching in the future.

• Tags can help you quickly locate archived events or group them by type, client, or other categories.

Step 6: Archive the Event

• When you’re ready, archive the event, click the pencil icon in the status panel, and select Archive / Close Event.

• You’ll be asked to give a reason for closing the event — this is great for reporting and tracking purposes!

• If you’d like to update or add reasons for event or lead closures, go to Settings > Application panel > Auto Archiving Events & Closing Leads. Here, you can add new closure reasons to use in the future.

Optional: While you’re in that panel, you can also set up auto-archive for events.

• Set the timeline for the number of days after an event, and the system will automatically close it for you when the time comes.

• Just make sure you’ve added your notes and reviewed files before relying on auto-archiving!

• Don’t worry — archived events can always be reopened if needed. If you need assistance, contact Support@planningpod.com.