Managing Event Dates
Events in EventWorks can have multiple dates, letting you represent multi-day events, recurring dates, or events with distinct phases like setup and teardown. Each date has its own start and end time, an optional label, and can have its own status.
Getting There
Event dates are managed from the event dashboard. The dates table is prominently displayed in the left column of the dashboard view.
Overview
When you first create an event, a single date is created automatically from the start and end date/time you entered on the create form. From the event dashboard, you can add more dates, edit existing ones, or remove dates you no longer need.
The Dates Table
The dates table on the event dashboard shows:
| Column | Description |
|---|---|
| Label | An optional name for the date (e.g., "Setup", "Main Event", "Teardown") |
| Start | The start date and time |
| End | The end date and time (hidden if your administrator has disabled end dates) |
| Resources | Resources allocated to that specific date (only shown when at least one date has resources — see below) |
| Status | The date's status (hidden if dates inherit the event's status — see below) |
| Actions | Edit and Delete buttons |
Adding a Date
- On the event dashboard, click the Add button in the dates section.
- A modal appears with the following fields:
- Fill in the details and click Save.
The new date appears in the table, ordered by start date.
You can also add dates from the event Edit form, where all dates are shown with an Add another date button.
Editing a Date
- Click the Edit button on the date row you want to change.
- A modal appears with the date's current details.
- Make your changes and click Save.
Deleting a Date
- Click the Delete button on the date row.
- Confirm the deletion.
Warning: Deleting a date is permanent. If the event has only one date, consider editing it rather than deleting it.
Primary and Secondary Dates
Dates are classified as either primary or secondary:
- Primary dates represent the main event dates. The event's headline date (shown in the events list and elsewhere) is determined by the primary date with the highest-probability status.
- Secondary dates are supplementary — useful for setup days, teardown periods, or secondary activities.
The event's displayed date range in the events list and on dashboard widgets is derived from the primary date.
Date Statuses
EventWorks supports two modes for date statuses, controlled by your administrator:
Inherited Statuses (Default)
When "Dates inherit status" is enabled, all dates automatically use the event's status. You change the status at the event level, and it applies to all dates. The status column is hidden from the dates table since it would always match the event.
Independent Statuses
When "Dates inherit status" is disabled, each date has its own status dropdown. This is useful when different dates on the same event are at different stages — for example, one date is confirmed while another is still provisional.
In this mode, the event's overall status can be derived from its dates (based on the highest-probability date status).
Per-Date Resources
As well as allocating resources to the event as a whole, you can allocate resources to individual dates. This is useful when different dates use different resources — for example, a stage crew needed only on the setup day, or a room used for just one date of a longer booking.
- Select resources in the Resources field when adding or editing a date.
- A date's effective resources are the event's resources plus its own. Event-level resources apply to every date; date-level resources apply only to that date.
- The dates table shows a Resources column whenever at least one date has its own resources.
- In the resource diary, a date appears in the row of every resource allocated to it — whether at event or date level — and the resource filter matches both.
Removing every resource from a date only clears that date's own allocations; resources allocated at the event level still apply.
Schedule View
When an event has more than one date, a visual schedule timeline appears on the event dashboard below the dates table. This calendar view shows all dates as colour-coded blocks on a timeline, making it easy to see how the dates relate to each other chronologically. Each date block is coloured according to its status.
Settings & Configuration
Your administrator can configure these date-related settings in Settings > Events:
- Dates inherit status — Whether all dates use the event's status or have independent statuses.
- Hide end date — Hides the end date/time field. When enabled, the end time is automatically set to one hour after the start time.
- Has duration — Enables a duration display for dates.
Frequently Asked Questions
Q: Can an event have just one date?Yes. Most events have a single date. Multiple dates are optional and used when needed.
Q: What happens to dates when I duplicate an event?All dates are duplicated along with the event, including any resources allocated to individual dates. The new dates take on the status you select during duplication.
Q: Why can't I see the Resources column in the dates table?The column only appears when at least one of the event's dates has its own resources. Resources allocated to the event as a whole are shown in the event info panel instead.
Q: Can I have overlapping dates on the same event?Yes. Dates are independent of each other and can overlap. This is useful for events with concurrent activities.
Q: Why can't I see the Status column in the dates table?Your administrator has likely enabled "Dates inherit status", which means all dates use the event's status. The status column is hidden because it would be redundant.