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Running Events

An event is where you set up and manage all the details for bookings, reminders, and communication with attendees and staff. You can run multiple events at the same time with no limits.

Events are completely separate from one another, so bookings, reminders, and reports stay organized and specific to the event they belong to.

Event visibility: Draft, public, and private​

Events have one of three modes depending on how you want the event to run.

Draft events​

Draft events are not visible to attendees on your event website, and the event code will not work. This is ideal for when you're still setting up the event and not yet ready for it to run.

Once you're ready to publish your event, you can set the event to Public or Private from the Event Information page when managing your event.

tip

An event can be moved back to draft at any time, such as if you suddenly need to take the event offline and prevent further registrations.

Public events​

Public events are visible on your event website homepage, and do not require the event code to register for the event. Public events still have an event code that can be used if desired, but it's not a requirement to register.

This is suited for enrollment or uniform fitting events where you might not have the contact information of the people who should attend.

Private events​

Private events are not visible on your event website homepage, and people who want to attend must enter the event code in order to register.

Private events are better suited for when only certain people should register, such as an event for a specific classroom or year group where you'll send parents the event code they need to use.

Managing events​

Event ManagersAdministrators

To see your current events, sign into Schoolea and use the Events option in the main menu.

Each event shows the event code, name of the event, and is color-coded depending on whether it's open, closed, or ready to start.

You can manage different areas of your event by clicking on the name or one of the buttons.

List of events

Starting an event​

Event ManagersAdministrators

To see your current events, sign in to Schoolea and use the Start an Event option under Events in the main menu.

You'll first be asked what kind of event you want to start, and then be able to fill out all information related to the event, such as the:

  • name of the event.
  • description for attendees.
  • where the event is held.
  • dates and times for the event.
  • any other event-specific information.

Cancelling an event​

Event ManagersAdministrators

If you need to cancel an event, you can do so under the Settings > Cancel Event option when managing an event.

You'll be asked to confirm this decision, and can optionally send a notification to all attendees with a message regarding the cancellation.

danger

Cancelling an event will also remove all data associated with the event, including bookings, attendees, reports, statistics, and form responses. This cannot be undone.

When an event is finished​

Once an event has completed, the event will remain active in your account for six months after it has been completed, where you can continue to view statistics and reports related to the event.

After six months, the event will be automatically archived. You can continue to view reports and statistics related to the event (such as the number of bookings and staff breakdowns) but attendee-specific information is deleted, including:

  • attendee names and contact information
  • student names
  • booking comments
  • registration form responses
  • booking form responses

Feedback forms for an event are retained as these are not linked to an attendee, but any attachments from file upload questions will be removed.

Completed events

An event is defined as "completed" based on the latter of the event end date, and the last date the event is held on. For example:

  • 3rd March 2026: event closes for new bookings
  • 27th March 2026: the last date of the event
  • 23rd September 2026: the event is archived as it's been 180 days since the last date of the event

Further reading​

Applies to

  • ✅ Staff
  • ✅ Event Managers
  • ❌ Finance Managers
  • ✅ Administrators