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Event status and the stages of your events

Julia Walther Updated by Julia Walther

In this article, we explain everything you need to know about your event status and its different phases.

1. Event status

When creating an event, you set its status. By default, all new events in Sweap are created with the status “Draft.” You can change the status to “Active” right when setting up your event, or do so later at various points.

If you want to change the event status at a later time, you’ll find this option in the following places:

  • Event Settings
  • Event Dashboard
1.1 Draft event

When you first create new event, your event wSweap’s draft mode allows you to thoroughly prepare and test your events before they go live.

Here are the key features and limitations:

Email Sending in Draft Mode

While in draft mode, sending emails via the “Email Sending Assistant” in your guest list is not possible. This prevents emails from being accidentally sent to a large distribution list. For testing purposes, there is a dedicated feature in the Email Builder.

There, you can select a guest whose data will be used to populate placeholders/tokens and send a test email to a defined email address. This allows you to test the full process, including personalization.

Registration in Draft Mode

Registrations are disabled in draft mode. You can go through the registration process, but no data will be saved when submitting the form. A notification will inform you that the registration has not been completed.

Summary

Draft mode provides a safe environment to fully test your events and emails. There’s no risk of sending emails to a large audience too early or using up your registration quota through test runs. It gives you targeted testing capabilities to review personalization, layout, and design before going live.

If you don't  have the rights to change event status, but your event needs to be reviewed and approved by someone else in your company, your event status widget will look like this: 

1.2 Active event

After you review and put it into active, you can send out your emails to potential guests. Your email invitations and event website won't have any draft banners and you will not be limited to 10 guests.

1.3 Archived event

When your event finishes and you want to store it without actually deleting it, its best to archive it. You will still be able to access it but it wont cluster your dashboard of currently active events.

2. Event Phases

The following phases are determined based on the event date:

REGISTRATION → The event has been set to “Active”

UPCOMING → Less than 7 days until the event date

ONGOING → The event is currently taking place

COMPLETED → The event date is in the past

Display in the list view:

Display in the tile view:

How did we do?

Postponing and cancellations of events

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