Hello! We are often asked about these elements of event management, so here’s some instruction regarding managing events and records in DT Register after events are over.
First, a few notes to be aware of:
1) Events and records are made up of MANY entries in the database for your websites… so the more data, the more weight has to be dragged around when loading pages (mainly on the management side). So to help this, there is an ARCHIVE feature. This allows you to keep data accessible, but get it out of the way. It also puts this data into different places so it doesn’t bog down the accessing of data for your current events and records.
2) When you archive an event, all records for that event are automatically archived as well.
3) When running a CSV Export, only non-archived events will show up to process an export. So if you need to go back at some point to export records from an archived event, you’ll have to first un-archive the event. You can of course archive it again later as needed.
HOW TO ARCHIVE:
1) Go to Events Management.
2) Select the event (or multiple events) to archive by checking the checkbox to the left.
3) Click the “Archive” button in the top toolbar. The event(s) and associated records will now be moved and not appear in your lists of events and records.
HOW TO VIEW ARCHIVED DATA:
At any time, you can view your archived events or records. When on either of these pages, they default to showing only non-archived data. Both pages have a selection filter at the top that defaults to “Hide Archives”. If you change this to “Show Archives”, you’ll then see archived data. Note that you can not view both non-archived and archived data at the same time.
COPY INSTEAD OF EDIT:
Never edit an old event with new event dates, titles, etc. Always create a NEW event. Each event has a unique ID number and all fields, discount codes, records, etc are associated with that ID number. So if you create a new event in this manner, by just editing an old event, all of your old event records will then appear as registrations for your new event.
People tend to do this especially when it is the same event, just happening again the next month, next year, etc. This is just a bad management choice for a few reasons. If it’s the same (or even similar) event, instead of editing the previous occurrence, you should COPY the previous event. It will give you the same settings so you don’t have to start from scratch, but will give you a new event to work with.
HOW TO COPY EVENTS:
1) Go to Events Management.
2) Select the event to copy by checking the checkbox to the left.
3) Click the “Copy Event” button in the top toolbar. All settings, field selections, pricing, etc for the selected event will be copied into a new event that you can then edit as needed, then Save.
Hopefully this will help some of you and clarify some functionality as well!
