IN BRIEF
Making an event inactive helps keep the Events page organized by removing old or completed events from the default active event list. When an event is changed to Inactive, the System can drop current enrollments, delete future enrollments and waitlists, and notify affected families.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Changing the status of one event
  • Changing the status of multiple events at once
  • What is the difference between "Inactive" and "Past Active"?
  • Why make events inactive?
  • What happens to enrollments when an event is made inactive?
• Troubleshooting & FAQs
• Related Articles

Overview

Events are marked Active by default when they are created. Over time, the list of events in the database can become lengthy, especially for organizations that run many events or use similar event names from year to year.

Marking older events as Inactive helps staff focus on events that are ongoing, upcoming, or recently completed. Staff can still view older inactive events by filtering the event list by Inactive or All status.

Changing an event to Inactive can affect existing event enrollments:

• Current enrollments receive the selected drop date.
• Future enrollments are deleted.
• Waitlisted enrollments are deleted.
• Affected families can receive an email notification.
• The event status changes to Inactive.

Back to top

Accessing the Feature

1. From the main navigation menu, go to Events.
2. Locate the event you want to update.
3. Use the available event filters to narrow the list, if needed.

Back to top

Step-by-Step Instructions

Changing the status of one event

1. Go to the Events page.
2. Locate the event you want to update.
3. Select the pencil/edit icon to the left of the event name.
4. Locate the Status drop-down menu to the right of the Event Name field.
5. Change the event status from Active to Inactive.
6. Review the warning in the "Drop Enrollment" window. The warning explains that marking the event inactive will drop any current enrollments and delete any future enrollments or waitlists. 
   
7. Enter a Drop Date to apply to any current enrollments.
8. To notify families with existing enrollments that their enrollment has been dropped, enable Send Email Notification To Affected Families.
   • Enabling this option displays the E-mail Comment field.
   • Any text entered in the E-mail Comment field will be included in the email sent to affected families.
9. Select Save to complete the status change.
10. After saving, the System performs the following actions:
    • Updates current enrollments to use the drop date defined in the "Drop Enrollment" window
    • Deletes any future enrollments
    • Deletes any waitlisted enrollments
    • Sends a notification email to affected families, if enabled
    • Changes the event status to Inactive

Families whose enrollments were dropped receive the notification email using the "Event Canceled" email template under Settings > Setup > General Settings > Email Templates > iClassPro. The System uses this template because marking an event inactive effectively cancels all remaining event dates.

Back to top

Changing the status of multiple events at once

1. Go to the Events page.
2. Use the filters on the left side of the page to display the events you want to mark Inactive.
3. Select the events you want to update.
   • To mark all events in the filtered list as Inactive, select Select All at the top of the screen.
   • To mark only some events as Inactive, manually select only those events.
4. Select the Quick Edit icon at the bottom of the screen to open the "Quick Edit Events" window.
5. Change the Status option from Active to Inactive. 
   
6. Review the additional fields that display after changing the status:
   • Warning that any active enrollments will be dropped, and any future enrollments or waitlists will be deleted
   • Drop Date For Active Enrollments
   • Drop Notes
   • Send Drop Email
   • Program
   • Event Pricing Schedule
   • Level
   • Zone
   • Event Type
   • Requirements
7. Enter the required drop information.
   • Use Drop Date For Active Enrollments to set the drop date for active enrollments.
   • Use Drop Notes to add internal notes related to the drop.
   • Enable Send Drop Email to notify families with existing enrollments that their enrollment has been dropped.
8. Select Save to complete the status change.

When Send Drop Email is enabled, the System uses the "Event Canceled" email template under Settings > Setup > General Settings > Communication Templates > iClassPro. The System uses this template because making an event inactive effectively cancels all future event blocks.

Back to top

What is the difference between "Inactive" and "Past Active"?

Inactive refers to the event status. An event can have one of the following status values:

• Active
• Inactive

Past Active refers to the event's active period, which depends on the event dates. The active period can be one of the following values:

• Current And Future Active: The event start date or end date is in the future.
• Past Active: The event end date is in the past.

An event can be Past Active and still have an Active status. This means the event dates have already passed, but the event still appears as an active event unless staff mark it Inactive.

Back to top

Why make events inactive?

Marking old events Inactive helps with housekeeping. It keeps the Events page easier to navigate while still allowing staff to view older events by filtering the list by Inactive or All status.

This can be especially helpful when:

• The organization runs many events
• The organization has used iClassPro for several years
• Event names repeat or closely match from year to year
• Staff need to focus on current, upcoming, or recently completed events

Back to top

What happens to enrollments when an event is made inactive?

When an event is marked Inactive, the System handles enrollments based on their timing and status:

• Current enrollments are dropped using the selected drop date.
• Future enrollments are deleted.
• Waitlisted enrollments are deleted.
• Families can receive a notification email, if the email option is enabled.
• The event status changes to Inactive.

Back to top

Troubleshooting & FAQs

• Can an event be Past Active but still marked Active?
  • Yes. Past Active refers to the event dates, while Active refers to the event status. An event can have dates in the past and still remain marked Active until staff change the status to Inactive.
• Why do future enrollments and waitlists get deleted when I make an event inactive?
  • Marking an event Inactive effectively cancels the remaining event dates. Because those future event blocks will no longer be available, the System deletes future enrollments and waitlisted enrollments tied to the event.
• Which email template does the System use when families are notified?
  • The System uses the "Event Canceled" email template under Settings > Setup > General Settings > Email Templates > iClassPro or Settings > Setup > General Settings > Communication Templates > iClassPro, depending on the account's available settings terminology.
• Do I have to send an email notification when making an event inactive?
  • No. Email notification is optional. Enable Send Email Notification To Affected Families when editing one event, or Send Drop Email when using Quick Edit, to notify affected families.
• Can I make several events inactive at the same time?
  • Yes. Use the filters on the Events page to locate the events, select the events you want to update, and use the Quick Edit icon to open the "Quick Edit Events" window.

Back to top

Related Articles

• How Do I Create a New Event? (Event Setup)
• How Do I Configure Event Types and Pricing Schedules? (Event Setup)
• How Do I Create/Edit an Event Pricing Schedule?
• How Do I Use the Event Enrollment Wizard?
• How Do I Use the Events Quick Edit Tool?
• How Do I Create or Modify an Event/Activity Enrollment in the Office Portal?

Back to top