Event Lifecycle

Overview

The event lifecycle is the full path of an event record: it starts as a draft, grows into a configured event, opens to attendees, runs on event day, and then becomes an archive that staff can still inspect later.

The important part is that an event is not one switch. Public copy, registration products, payment settings, staff coverage, activity forms, offline snapshots, communications, inventory, and closeout records all move at different speeds. The event lead is responsible for making sure those parts agree before the public sees the event.

Dashboard routes

Route	Purpose
/ems/new	Creates the event shell with name, slug, dates, and reference prefix.
/ems	Lists events and opens the correct event workspace.
/ems/manage?id=:eventId	Redirects or hands off to the active manage workspace for the selected event.
/ems/manage/details?id=:eventId	Controls the event identity, venue, public copy, dates, timezone, image, and status.

Flowchart

flowchart TD
  draft["<b>Draft shell</b><br/>Create event name, slug, dates, and reference prefix<br/><i>Surface: Create an Event</i>"] --> setup["<b>Setup</b><br/>Details, rego products, payments, conditions, staff, activities, inventory<br/><i>Surfaces: Details, Rego Config, Payments Config</i>"]
  setup --> ready{"Readiness review complete?"}
  ready -- No --> fix["Return to the unfinished surface<br/>Assign owner and verify saved state"]
  fix --> ready
  ready -- Yes --> active["<b>Published or active</b><br/>Public links, rego windows, and payment behavior match announcements<br/><i>Surface: Details</i>"]
  active --> live["<b>Live operations</b><br/>Check-in, roster, POS, communications, and exceptions are owned<br/><i>Surfaces: Check-In, Staff Roster, POS</i>"]
  live --> closeout["<b>Closeout</b><br/>Reconcile money, attendance, inventory, staff notes, and archive state<br/><i>Guide: Close Out an Event</i>"]
  click draft "../basics/create-an-event/" "Open Create an Event guide"
  click setup "../surfaces/rego-config/" "Open Rego Config surface docs"
  click active "../surfaces/details/" "Open Details surface docs"
  click live "../surfaces/check-in/" "Open Check-In surface docs"
  click closeout "../basics/close-out-an-event/" "Open Close Out an Event guide"

Lifecycle stages

Stage	What is true	Main surfaces	Completion evidence
Draft shell	The event exists but is not ready for attendees.	Create an Event, Details	Event ID, slug, start/end time, timezone, and reference prefix are correct.
Setup	Staff are configuring public copy, rego products, payments, wallet passes, conditions, staff, activities, and inventory.	Details, Rego Config, Payments Config, Conditions of Entry	Each required surface has been reviewed and saved with the correct event ID.
Readiness review	Staff check that attendee-facing pages and staff-only controls match the plan.	Active Event Workflow, Route Map	A second operator can open the public page and dashboard pages and explain what attendees can do.
Published or active	The event is intentionally available according to status and registration windows.	Details, Event Overview and Lists	Event status, rego windows, payment behavior, and public links match announcements.
Live operations	Staff are checking people in, handling exceptions, tracking shifts, selling/claiming inventory, and sending communications.	Check-In, Staff Roster, Point of Sales, Communications	Live counts, staff coverage, inventory movements, and incident notes have owners.
Closeout	Staff reconcile money-adjacent records, refunds, inventory, roster notes, and archive state.	Close Out an Event, Settlements, Inventory Tracking	Open requests are resolved or assigned, and the event can be archived without losing proof.

Status and visibility checks

Check	Why it matters	Where to verify
Event status	Status controls whether the event is treated as draft, active, hidden, or archived.	Details
Public name and slug	These become the names and links attendees share.	Details and the public event page
Start and end time	Dates drive registration windows, check-in expectations, staff rosters, and closeout timing.	Details, Rego Config, Staff Roster
Payment readiness	A paid event needs provider, account, QR, surcharge, VAT, and confirmation behavior set before launch.	Payments Config
Registration readiness	Tiers, add-ons, inclusions, group settings, upgrades, transfers, and capacity decide what attendees can buy or request.	Rego Config
Staff ownership	Every live page needs an owner who can answer questions during the event.	Human Resources, Staff Roster

Handoff rule

Every lifecycle handoff should include the event ID, current event status, public link, next owner, and the one page where the next person should start. A handoff that only says “setup is done” is not enough.

Common mistakes

The common failure is setting the event active because Details looks finished while payments, rego products, conditions, staff coverage, or public windows are still incomplete. Treat activation as the last readiness step, not the first announcement step.