Closing an event

Training course

Events should be closed after they are over.

Requirements

The following are required in order to close an event:

  • You must be a system administrator, or a staff user with an Events: 5 module authorization level.
  • At least one registrant does not have outstanding CEU attendance requiring recording for all functions which require CEU attendance to be marked.

    • Note: If Award continuing education units to attendees when event is closed is enabled and you mark all attendees as absent, you will receive the following message confirming you still want to close the event: All attendees were marked absent for the following functions. Do you wish to close the event anyway?

  • The event’s End date is the current date, in the past, or is undefined
  • The event has at least one active registration
  • The event is not pending, has not been cancelled, or already closed

Closing an event

As an alternative to the following, authorized staff can also close an event from the Member site by searching for the desired event from the Event List.

Do the following to close an event:

  1. Go to Events > Find events, and open the event.
  2. In the event’s Showcase tab, click the edit icon.
  3. Scroll to the bottom of the Edit event window and click Close Event.

    4. From the event showcase tab click the edit icon, then scroll to the bottom of the event window and click close event.

  4. Click OK to continue when prompted and close the event.

    5. Click OK on the warning window to continue closing the event.

A message is displayed that says Event has a status of Closed. The Event status is also displayed as a read-only field when the event is open for edit.

Managing an event after it is closed

After an event is closed, the following are true:

  • Closed events are not searchable or accessible by non-staff users.

    • Note: Enable the Include inactive results option (Events > Find events) to search for a closed event.

  • A staff user can edit a closed event and register a contact for a closed event but cannot reopen the event.
  • The event is no longer available to unauthorized users through search or by a previously accessible URL link.
  • The event is removed from the Event Calendar.
  • Closed events can be copied.

Reporting on events and registrants after the event is closed

All historical event data is automatically retained when an event is closed.

Tip! To report on event questions, see Reporting on event questions.

To report on events and registrants after an event is closed, do the following:

  1. Go to RiSE > Intelligent Query Architect > New > Query.
  2. (Summary tab) Name the query.
  3. (Sources tab) Do the following:
    1. From the Common sources, add Event registrations and Events (CsRegistration and CsEvents).

      2. Create the CS registration. event code equals CS event. event code relationship.

    2. Create the following relationship: CsRegistration.Event Code = CsEvent.Event Code
    3. Add ( + ) the relationship.
  4. (Filters tab) From the Add a filter drop-down, select [CsEvent] Event Code and set the Value equal to the closed event's Event code.
  5. (Display tab) Select the desired display properties for the report.

    6. Note: The CsEvent.MUF 1 - 10 properties correlate with the fields defined in the Additional fields for staff use event settings (Settings > Events > General).

  6. Click Save and select the file location.
  7. Click Run to review the data.