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.
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.
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.
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.
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.
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.
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.
