Deactivating and Deleting Events

Last updated: September 24, 2021

If an Event requires cancelation, Organizers have two options:

Deactivating an Event preserves the Event and all associated data. The Event can be reactivated at any time. Organizers may choose this option if they would like to move a canceled Event off of their Events list but maintain access to the information already obtained. 

EventBuilder recommends deactivating canceled events as a best practice, to preserve the Event's data and allow Organizers to reactivate the Event should the need arise.

Deleting an Event will permanently remove it and all associated data from the Portal. For example, an Organizer may choose to delete an Event if it was a test or the Event contains an error.

Deactivating or Deleting an Event

First, review the cancelation email via the Communications area:

Screenshot: Event Cancelled email with the Edit option highlighted.

If the Event has already occurred, disable the Event Canceled email. 

If you wish to edit or customize the cancelation email, you must do so prior to deactivating or canceling the Event. Once an Event is deactivated or canceled, the notification email is sent automatically to all Registrants.

Navigate to your Events list and locate the Event you wish to modify. Click on the trash icon:

Screenshot: Event listing with trashcan icon highlighted.

A confirmation window will appear, with explanations for each option: Screenshot: Deactivate/Delete confirmation window.

Image text: 
Deactivating an Event will remove it from your active event list, but preserve its data.
You may customize the text displayed when your deactivated Event registration page is accessed.
To reactivate the Event, click on the information icon from the Event list.
Deleting an Event will delete all data associated with that Event.
Clicking Cancel below will close this window, and no action will be taken.

Click the 'Deactivate' button and confirm your selection. The Event will now be listed as 'Inactive.' This removes it from your Active Events list, but retains all associated Event data. If you click the 'Delete' button, after confirming your selection the Event and all associated data will be deleted from your Portal.

System-Generated Emails

If the Event has not yet occurred and you have not disabled Event Communications, the cancelation email notification will be sent automatically.

Distribution emails are disabled for deactivated Events. Reactivate the Event if sending a system-generated email to Registrants. The following notification will appear on the Communicate step under this circumstance: 

Screenshot: Message about deactivated events and email distribution. Transcript: "Emails do not distribute on deactivated events. If you want emails to distribute, please reactivate this event."

Locating and Reactivating an Event

To find a deactivated Event, navigate to the Events section on your Portal, and select the Advanced Search tool: 

Screenshot: Event search field with search icon highlighted in orange.

The Search Criteria window will appear. Select 'Inactive' from the dropdown menu highlighted below, and any other search criteria you wish to add, then click 'Search.'

Screenshot: Search Criteria window with Active/Inactive drop-down menu open to 'Inactive.'

A list of inactive Events that met your search criteria will appear. Select the information icon to the right of the inactive Event:

Screenshot: Inactive event search result with the Information icon highlighted in orange.

The Event detail window will appear:

Screenshot: Inactive event detail with the 'Activate' button highlighted.

Click the 'Activate' button to reactivate the Event. 

Note: there is no auto-generated "reactivate" email. To inform Registrants that your Event has been reactivated, use the "on-the-fly" email communication option.

E-Published Events 

For Suite and Pro-Level Users, events can be scheduled directly from Outlook using EventBuilder's E-Publish scheduling functionality. 

To deactivate an E-Published Event, navigate to your Portal and follow the above instructions.

Note: E-Published Events cannot be deactivated from Outlook. This function must be accomplished within your Portal. If an Event is deleted from Outlook's calendar, the Event and all associated data is deleted from the Portal. 

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