GC Events - Event Status and Landing Page Access

GiveCampus updates event landing pages based on event status changes. This guide explains how landing pages display for events that are Active, Complete, Draft, or Canceled.

event landing page visibility

When an event is marked as Complete, its landing page remains accessible via its direct link. Visitors can view event details but cannot register.

In contrast, events in Draft or Archived statuses are hidden from public view. Canceled events remain accessible via their direct link; however, the landing page shows a cancellation notice instead of registration options.

The landing page behavior is as follows:

Draft or Archived events: Not accessible to the public.
Canceled events: Accessible via direct link with a cancellation notice.

The registration end date appears in a long format with an ordinal day and timezone (for example, "January 15th at 11:59 PM PST").

Active events transition to Complete status via an hourly update after their end date, which makes them archivable. For events without an end date, they change to Complete five days after the start date, so the Archive action may become available within an hour after that threshold.

what changes on a complete event landing page

For events that transition from Active to Complete, registration options are disabled. Instead of registration buttons, the landing page shows a message:

Event registrations closed [registration end date]

This message appears when the system’s after_registration_close? condition is met.

key points

Active events: Full registration options and event details are visible.

The landing page determines registration status by comparing the current time to the event’s registration end date. Once that date and time have passed:

Registration buttons are removed.
A message is displayed indicating that registrations have closed, along with the registration end date.

how the system determines registration status

The landing page displays the registration closed message based on the after_registration_close? condition. When the current time is at or after the registration end date:

Registration buttons are removed from the landing page.
The message "Event registrations closed [registration end date]" appears, using the event’s registration end date in a long format.

practical implications

For visitors: Even if an event is complete, they can use the direct link to view event details. However, if the registration period has ended, they will see a message indicating that registrations are closed.
For administrators: You can share event details and historical information even after registration has closed. Event details remain visible as long as the event status is Complete.

conclusion

With GiveCampus, complete events remain transparent and accessible. The event landing page is always available via its direct URL, while registration is clearly disabled once the registration period ends.

Happy event managing with GiveCampus!

Archiving events and automatic status updates

Events cannot be deleted. Instead, you can archive them to keep your workspace tidy while preserving historical data.

Delete an event (or remove a draft)

GiveCampus does not support deleting events in the admin UI. Instead, archive the event to remove it from your active list and public view while keeping its historical data.

Quick checklist:

Events in Draft, Complete, or Canceled status can be archived. Draft events are archivable immediately.
The Archive Event button is in the Other Actions section on the Overview tab. Open the event, go to Overview, scroll to Other Actions, and click Archive Event.
Archiving removes the event from your active list and public view but preserves its historical data.
To restore an archived event, open it and click Unarchive Event. The event will revert to Draft status.

Automatic status timing affecting archiving eligibility:

Events without an end date transition to Complete five days after their start date, which may delay the appearance of the Archive Event button.

Archiving eligibility — before archiving

An event must be in Draft, Complete, or Canceled status for the Archive Event action to appear. If an event is Active, the Archive Event button will not display.
The Archive Event button is available in the Other Actions section on the Overview tab once the event reaches an eligible status. If you do not see the button, verify the event's status.
If an event is Active, change its status to Complete (either manually or via the automatic update) before archiving.

Archive an event

Go to Events and select the event you want to archive.
Scroll to the Other Actions section on the 'Overview' tab.
Click Archive Event.

What archiving does: The archived event is removed from public view and your active events list.
Eligible events:

Unarchive an event

To unarchive an event, click Unarchive Event. The event will revert to Draft status.

Automatic status transitions

Events without an end date change to Complete status five days after their start date.

Once an event is Complete or Canceled, you can archive it to remove it from your active list.

For Complete events, the landing page displays differently depending on the registration period:

If the registration end date has passed, registration buttons are replaced by a message that indicates registrations have closed (including the date).
If the registration period is still open, all registration options remain visible.

Event details are always visible on Complete event pages.

The Archive Event button does not display for Active events. To archive an Active event, wait for it to transition to Complete (either automatically after its end date or by canceling it). Draft, Complete, and Canceled events are all eligible for archiving.