Event Lifecycle

Events on Quicket move through a series of statuses from creation to completion. Understanding this flow helps you know when registration opens, when the event is "live," and when it is considered finished.

Lifecycle diagram

The diagram below shows the main path an event takes from creation to finished. Optional or alternative statuses (rejected, cancelled, postponed, sold out) are shown as side branches.

flowchart LR
  subgraph create [Creation]
    Draft[Draft]
  end
  subgraph approval [Approval]
    Pending[Pending Approval]
    Approved[Approved / Scheduled]
    Rejected[Rejected]
  end
  subgraph live [Live]
    Ongoing[Ongoing - Live]
  end
  subgraph endState [End]
    Finished[Finished]
    Cancelled[Cancelled]
    Postponed[Postponed]
    SoldOut[Sold Out]
  end
  Draft --> Pending
  Pending --> Approved
  Pending --> Rejected
  Approved --> Ongoing
  Ongoing --> Finished
  Approved -.-> Cancelled
  Approved -.-> Postponed
  Ongoing -.-> SoldOut

Image placeholder: Diagram showing event status flow from Draft through Pending Approval, Approved, Ongoing (live), to Finished, with optional branches to Rejected, Cancelled, Postponed, Sold Out. Add a polished diagram or screenshot when ready.

Main flow (step by step)

1. Draft

• The event is created but not yet submitted.
• You can edit all details: basic info, content, categories, and settings.
• The event is not visible to the public and no one can register.

2. Pending approval

• After you Request approval (from the event’s Setup → Settings or equivalent), the event moves to Pending approval.
• A platform superuser must then Approve or Reject the event, unless your organization has Event auto approve turned on (a superuser-only organization setting). When Event auto approve is on, you can set the status from Draft to any status yourself.
• While pending, the event is not live for registration and is not visible on the public site.

3. Approved / Scheduled

• The event is approved and can be visible on the site (depending on your "Published" and "Hide when finished" settings).
• Registration is not open yet. Opening is controlled by the registration start date you set in Setup.
• Use this time to double-check Setup & Settings, Categories & Pricing, and to share the event page link.

4. Ongoing (live)

• When the registration start date is reached, the system automatically marks the event Ongoing and turns live on.
• Live means registration is open and the event is actively listed as an ongoing event.
• Attendees can register (subject to your settings: whitelist, registration end date, capacity, etc.).
• You can manage attendees, refunds, check-in, and other operations from the dashboard.

5. Finished

• When the event end date has passed, the system marks the event Finished and turns live off.
• Registration is closed. The event no longer appears as "live" in listings.
• If you enabled Hide when finished in Setup, the event can be hidden from public listings.
• You can still view revenue, reviews, and pass action responses.

Who changes the status

The allowed status changes depend on your organization setting: Event auto approve (managed by platform superusers). When it is off (default), the following rules apply.

Who	Allowed actions
You (organizer)	Create the event (it starts as Draft). From Draft you can only Request approval (Draft → Pending approval). Once the event is Approved, you can set status to Scheduled, Ongoing, Finished, Cancelled, Postponed, or Sold out (and optionally back to Draft). You cannot set Approved or Rejected yourself.
Platform (superuser)	Approve or reject the event (Pending approval → Approved or Rejected). Only a superuser can perform this when Event auto approve is off.
System	Automatically moves the event to Ongoing when the registration start date is reached, and to Finished when the event end date has passed (where applicable).

When Event auto approve is on for your organization, you can change the event status from Draft to any status (e.g. Approved, Ongoing, Scheduled) without waiting for platform approval. The status dropdown in Event Setup → Settings will show all options for Draft in that case.

Public visibility

Events with status Draft or Pending approval are never shown on the public site: they do not appear in event listings, on the home page, or in organization microsite event lists. Opening the event URL directly returns "not found" for visitors. Only after the event is Approved (or another listable status) and Published can it appear in public listings and event detail, subject to your other settings (e.g. Hide when finished).

Registration and "live" in detail

• Registration start date and registration end date (set in Setup & Settings) control when attendees can register.
• When the registration start date is reached, the event becomes Ongoing and live. No manual action is required.
• When the registration end date is reached, new registration stops (the event may still be ongoing until the event end date).
• Live is a flag that means "registration is open and this event is currently active." It is turned on when the event goes Ongoing and turned off when the event is Finished.

Image placeholder: Event dashboard or admin view showing status "Ongoing" and "Live" indicator, with registration start/end dates. Add screenshot when ready.

Other statuses

Status	Meaning
Rejected	The platform declined the event. You may need to resubmit or contact support.
Cancelled	The event was cancelled. Registration is closed.
Postponed	The event was postponed. You may need to update dates and communicate with attendees.
Sold out	All tickets in the relevant categories are sold. Registration may still be open for other categories or waitlist, depending on setup.

Timeline summary

The diagram below is a conceptual timeline: registration is closed until the event is Ongoing (live), then closes again when the event is Finished.

flowchart LR
  subgraph phase [Phases]
    P1[Draft]
    P2[Pending]
    P3[Scheduled]
    P4[Ongoing - Live]
    P5[Finished]
  end
  P1 --> P2 --> P3 --> P4 --> P5

Phase	Registration
Draft, Pending, Scheduled	Closed
Ongoing (live)	Open (between registration start and end date)
Finished	Closed

Image placeholder: Timeline graphic: Draft to Pending to Scheduled to Ongoing (registration open) to Finished. Add a visual timeline when ready.

For next steps, see the Organizer handbook and Event dashboard.