When a function will no longer take place, you can either cancel it or remove 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 cancelled as opposed to missing.
If you prefer to remove the function and all its items and instructions, see Remove a Function.
Cancel a Function
On the Function Details Slider
- Click the function to open its details slider.
- Click the Info tab, then the edit pencil icon to change the function status.
- Select Canceled.
- When the status of a function with items or instructions is changed to canceled, a popup will appear. Click No if you would like to keep the items and instructions on the canceled function. This can be helpful for billing purposes or if there is a possibility that the function could be re-scheduled.
If you have a lot of functions to cancel, it might be faster and easier to use the batch editor. See Batch Edit Functions for more information.
Remove a Function
You may remove a function using:
If your default function status is set to planning, you will only be able to remove 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 removing it.
Remove a Function via the Mass Editor
You can use the mass editor for the entire event or manage functions by day. The mass editor can be accessed on the Detailing tab...
... as well as from the Functions tab on the event summary from the calendar.
Click the X icon by the function you wish to remove and click Save.
A function might have a lock lock icon instead of the X icon. This means that an invoice has been sent to the client that includes one or more items from that function. If it needs to be removed, a user with the permission to Mark Invoices Unsent will need to mark the invoice as not sent before you will be able to remove the function.
Remove a Function on the Details Slider
You can also remove a function from the function details slider:
- Click the function to open its details slider.
- Click the edit pencil icon.
- Click Remove.
- Confirm that you want to remove the function.
The function might not have the Remove Function option on its edit slider. This means that an invoice has been sent to the client that includes one or more items from that function. If it needs to be removed, a user with the permission to Mark Invoices Unsent will need to mark the invoice as not sent before you will be able to remove the function.