When a function will no longer take place, you can either cancel it or delete it. Reasons to cancel a function include:
- When the function is not happening but the client must still be charged for items on the function.
- If your venue has to cancel performances mid-run. You can maintain a history of all performances, both those that happened and those that were canceled.
- If you have change tracking enabled:
- To retain history of the previously booked functions, especially if a lot of details have been added. This keeps the history accessible in Change Tracking.
- So you can see that there was a function there before, and now it is canceled as opposed to missing.
If you prefer to delete the function and all its items and instructions, see Delete a Function.
Cancel a Function
We recommend canceling a function on the Event Details > Detailing tab. Locate the function, click its status, and select Canceled.
To cancel multiple functions on the Detailing tab:
- Select the functions to cancel by checking the checkbox on the left side of each function row. The bulk action bar displays at the bottom of the page.
- Click Bulk Edit. A modal displays.
- In the Status field, select Canceled.
- Click Apply changes.
You can also cancel a function on its Details Slider:
- On the Event Details > Detailing tab, click the function to open its details slider.
- Click the Info tab, then the edit pencil icon.
- Select Canceled. If the function had items or instructions, a popup displays.
- If you would like to keep the items and instructions on the canceled function, click No. This can be helpful for billing purposes or if there is a possibility that the function could be re-scheduled.
If you are on the calendar:
- Find the event you want to manage functions for on the calendar.
- Click the event to open its summary slider. If you're using the grid or day calendars, you may need to select View Summary after clicking the event.
- In the slider, click Functions.
- Click the edit pencil icon. The mass editor opens.
- Locate the function to cancel.
- Click the edit pencil icon at the left of its row.
- In the Status field, select Canceled.
- Click Save & Close.
Delete a Function
If a function was added in error or is no longer needed, it can be deleted. For functions (especially performances) that were going to happen but no longer are, we recommend canceling them instead. Deleted functions cannot be recovered.
- If your default function status is set to planning, you will only be able to delete the function if its status is planning or canceled. If the function status is ready, you will be prompted to cancel the function instead of or prior to deleting it.
- If the function has items which have been added to an invoice and the invoice is sent, you will not be able to delete the function. If it must be deleted, a user with the permission to Mark Invoices Unsent will need to mark the invoice as not sent.
We recommend deleting a function or multiple functions on the Event Details > Detailing tab. Select the functions by checking the checkbox on the left of each row. The bulk action bar displays at the bottom of the page. Click Delete and confirm that you want to delete the functions.
You can also delete a function on its Details Slider:
- On the Event Details > Detailing tab, click the function to open its details slider.
- In the lower right corner, click Remove.
- Confirm that you want to delete the function.
If you are on the calendar:
- Find the event you want to manage functions for on the calendar.
- Click the event to open its summary slider. If you're using the grid or day calendars, you may need to select View Summary after clicking the event.
- In the slider, click Functions.
- Click the edit pencil icon. The mass editor opens.
- Locate the function to delete.
- Click the red X at the far right of the function row.
- Click Save & Close.