Cancel an event when it will not proceed but the team still needs its history. Delete only when removing the record is genuinely appropriate.
Before you start
Review invoices, payments, contracts, scheduled messages, staff shifts, and client communications before taking either action.
Search for the event and navigate to the event portal
Review its current status for financials, messages, scheduling and to-dos
Based on your team's review, determine if the event should be cancelled or deleted.
Cancel: All automations will be disabled and the event will remain in the system for reference and reporting
Delete: All records associated with the event will be removed from your account
Cancel an event
If you have an event that is not longer happening, but you need to keep it in the system, you can Cancel the event in Releventful.
Navigate to the Event Info tab
Click on the Event Booked Status, in the top right corner
Select Cancelled
Click on Save
Marking an event as cancelled will un-schedule any automated emails that were scheduled to be sent and remove access from the client and all additional added contacts.
Delete an event
Once the event is deleted, it cannot be restored. The event will be permanently removed from the system.
Click on the three-dot menu at the top of the event screen
Click on Delete Event
Read the confirmation carefully, then select Delete event and payment history
Return to the event list or search results to check its final state, then review the sales pipeline and any scheduled workflows for remaining follow-ups.
Note: Refunds, provider transactions, client notice, or staff notice separately when needed.
Archive an event
If you have an event which has finished and you would like it to be removed from search, the event calendar, and the sales pipeline you can archive it. Archiving an event will not prevent portal automations from running. To stop all automated communication for an event, the event should be cancelled.
Click on the Event Info tab
Scroll down to Archive Event and check the Archive Event checkbox.
Click Save to save your changes.
Note: If you would like to remove archived events from your reports, click + Add Filter and choose "Archived" to add the Archived filter. Once the filter opens, choose "no" and save the option to apply the filter.
Automatically cancel and archive events
To help keep your account clean and streamlined, you can set up automatic actions that cancel or archive events when they reach a specific sales stage.
These settings reduce manual work and ensure your pipeline stays organized as events progress.
Select the Settings gear in the left hand navigation
Click on Event Settings
Click on Event Helpers
Enable Automatically Cancel Events, once enabled select the appropriate sales stage and all events will be automatically cancelled when they move into the sales stage
Enable Automatically Archive Events, once enabled select the appropriate sales stage and all events moved into the selected sales stage will be automatically archived
When an event is archived, the event is removed from the sales pipeline, but available to view in reporting.
Note: Using these settings with your Closed - Lost sales stage is a great way to ensure inactive opportunities are properly closed out.