# Creating and Managing Events

This guide walks you through creating a new event using the creation wizard, managing events throughout their lifecycle, and using templates and duplication to save time on recurring promotions.

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## Creating a New Event

To create an event, navigate to **Admin > Events** and click the `Create Event` button in the top-right corner. This opens a four-step wizard.

### Step 1: Basic Info

Fill in the core details for your event.

| Field | Required | Description |
|-------|----------|-------------|
| `Start from Template` | No | Optionally select a pre-built template to auto-fill fields. |
| `Event Name` | Yes | A descriptive name (max 100 characters). Example: "Black Friday Sale 2026". |
| `Event Type` | Yes | Choose from Season, Holiday, Sale, or Custom. |
| `Description` | No | Brief description of event goals and promotions. |
| `Color` | No | Hex color used for visual identification on the calendar. |
| `Icon` | No | Choose an icon (Calendar, Gift, Tag, Star, Heart, Shopping Cart, Percent, Lightning, Leaf, Snowflake, Sun). |

> **Tip:** When you select a template, the name is automatically updated to include the current year. For example, a "Black Friday Sale" template becomes "Black Friday Sale 2026". You can customize the name after applying the template.

Click `Next` to proceed. The wizard validates that both `Event Name` and `Event Type` are filled in before allowing you to continue.

### Step 2: Schedule

Set the dates and timing for your event.

| Field | Required | Description |
|-------|----------|-------------|
| `Start Date` | Yes | When the main event period begins. Cannot be in the past. |
| `End Date` | Yes | When the main event period ends. Must be on or after the start date. |
| `Build-up Period` | No | Days before the event for preparations (default: 14 days, max: 60). |
| `Wind-down Period` | No | Days after the event for follow-ups (default: 7 days, max: 30). |
| `Recurring Event` | No | Check this to automatically create the event annually on the same dates. |

Once both dates are entered, an **Event Timeline** preview appears showing the build-up, main event, and wind-down periods with their exact date ranges.

The system also checks for **scheduling conflicts** -- if another event of the same type overlaps with your chosen dates, a warning message appears listing the conflicting events. Conflicts with active events will prevent creation; overlaps with draft or scheduled events show a warning but do not block you.

### Step 3: Integrations

Toggle on the integrations you want to connect to this event. Each integration has its own configuration panel.

Available integrations:

- **Comeback Cash** -- Link a coupon campaign to the event dates
- **Digital Signage** -- Schedule slide rotations for the event period
- **SMS Blast** -- Configure promotional messages to send at key points
- **SMS Trigger** -- Set up automated SMS responses
- **Tasks** -- Build task checklists tied to event milestones
- **Notes** -- Attach planning notes and internal instructions
- **Backstock** -- Connect inventory bins to the event
- **Floor Plan** -- Link merchandising layout changes

To configure an integration, toggle it on using the switch, then click the `Configure` button to open its settings panel. Each integration type has its own specific options.

> **Tip:** Integrations are optional. You can create an event with no integrations and add them later by editing the event.

### Step 4: Review and Create

The final step displays a summary of everything you have configured:

- **Basic Information**: Name, type, description
- **Schedule**: Date range, build-up and wind-down periods, recurring status
- **Integrations**: List of enabled integrations
- **Preview Card**: A visual preview showing how the event will appear on the dashboard

You have two options at this step:

| Button | What It Does |
|--------|-------------|
| `Save as Draft` | Saves the event in Draft status. You can continue editing later. |
| `Create Event` | If the start date is in the future, the event is set to Scheduled status. If the start date is today or past, it is immediately activated. A confirmation dialog appears before proceeding. |

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## Using Event Templates

Templates pre-fill event settings to save time on common promotions. Templates are available at three scope levels:

| Scope | Availability |
|-------|-------------|
| **Global** | Available to all stores (e.g., major national holidays) |
| **Franchise** | Available to stores within a franchise group |
| **Store** | Custom templates specific to your store |

To use a template:

1. On Step 1 of the creation wizard, open the `Start from Template` dropdown.
2. Select a template. A green confirmation banner appears: "Template applied! Fields have been pre-filled."
3. Review and customize any of the pre-filled fields as needed.
4. Continue through the remaining wizard steps.

To manage templates, navigate to **Admin > Events > Templates** (requires the `uri_events_templates` permission).

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## Managing Active Events

Once an event is active, it appears in the Active column on the Kanban board. Available actions for active events:

| Action | Button | Description |
|--------|--------|-------------|
| View Details | Eye icon | Opens the full event detail page with integrations, timeline, and audit log. |
| View Report | Bar chart icon | Opens the event performance report (requires `uri_events_reports` permission). |
| End Early | Stop icon | Immediately ends the event. Integrations are wound down. A confirmation dialog appears before proceeding. |

Active events cannot be edited or deleted. To make changes, you must first end the event early, then duplicate it with the desired modifications.

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## Editing Events

Navigate to an event's detail page and click `Edit`, or click the pencil icon on the event card.

**Editing rules by status:**

| Status | What Can Be Edited |
|--------|--------------------|
| **Draft** | Everything -- name, type, dates, integrations, all fields. |
| **Scheduled** | Everything -- same as draft. Full edit access. |
| **Active** | Cannot be edited. End the event first. |
| **Completed** | Cannot be edited. Use Duplicate to create a modified copy. |

When you change dates on a scheduled event, the system automatically recalculates the phase and syncs the new dates to all connected integrations.

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## Duplicating Events

Duplication creates a new event based on an existing one. This is useful for recurring promotions where you want to reuse the same configuration with new dates.

1. On a completed or cancelled event card, click the copy icon, or navigate to the event detail and click `Duplicate`.
2. The duplication wizard opens with pre-filled settings from the source event.
3. The suggested name appends "(Copy)" to the original name -- update it as needed.
4. Set new `Start Date` and `End Date`.
5. Optionally include integrations from the source event.
6. The new event is created in Draft status.

> **Tip:** For annual events, use the `Recurring Event` checkbox instead of manual duplication. The system will automatically create next year's event.

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## Ending, Completing, and Archiving Events

### Ending an Event Early

From the Active column, click the stop icon on an event card. A confirmation dialog warns: "This will immediately end the event. Integrations will be wound down." Confirm to proceed. The event moves to Completed status.

### Natural Completion

Events complete automatically when the current date passes the end of the wind-down period. The system recalculates phases periodically, so no manual action is required.

### Cancelling an Event

Scheduled events can be cancelled by clicking the ban icon. A confirmation dialog warns that associated integrations will be disabled. Cancelled events remain visible in the List view under the Cancelled tab.

### Archiving

Completed and cancelled events can be archived to remove them from the main dashboard. Navigate to **Admin > Events > Archive** to:

- View all archived events with statistics by type and year
- **Unarchive** an event to restore it to its previous status
- **Permanently delete** an archived event (this action cannot be undone)

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## Filtering and Searching Events

### Dashboard Filters (Kanban View)

The action bar provides two filter dropdowns:

| Filter | Options |
|--------|---------|
| `Event Type` | All Types, Season, Holiday, Sale, Custom |
| `Year` | Current year, previous year, two years ago |

### List View Filters

The list view adds additional filtering options:

| Filter | Options |
|--------|---------|
| `Status` | All Statuses, Draft, Scheduled, Active, Completed, Cancelled |
| `Event Type` | All Types, Season, Holiday, Sale, Custom |
| `Year` | Current year, previous year, two years ago |
| Status Tabs | Quick-filter tabs above the table for each status |

### Sorting (List View Only)

Click any sortable column header to sort the table:
- **Event Name** -- Alphabetical
- **Start Date** -- Chronological
- **End Date** -- Chronological
- **Status** -- Alphabetical by status name

Click the same header again to reverse the sort direction.

### Bulk Actions (List View Only)

Use checkboxes to select multiple events, then use the bulk action bar:
- `Activate` -- Activate all selected draft events
- `Archive` -- Archive all selected completed/cancelled events
- `Delete` -- Permanently delete all selected draft events
- `Clear Selection` -- Deselect all

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## Troubleshooting

### The End Date field will not accept my date
- The end date must be on or after the start date. Update the start date first if needed.

### I see a "scheduling conflict" warning
- Another event of the same type overlaps with your chosen dates. This is a warning for draft/scheduled events and a block for active events. Review the conflicting event names shown in the message and adjust dates accordingly.

### My event was created but integrations show as "pending"
- Integrations activate when the event transitions to Active status. If the event is in Draft or Scheduled status, integrations remain in a pending state until activation.

### I cannot delete an event
- Only Draft events can be deleted directly. For Scheduled, Active, or Completed events, cancel or complete the event first, then archive it. You can permanently delete from the Archive page.

### The template dropdown is empty
- Templates may not be configured for your store type. Contact your administrator to add templates via the Template Management page.

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## Related Articles

- [Event Management Overview](/support/articles/event-management-overview)