Editing Events
After the event is created, you can edit any of the fields, but you’d want to be careful about doing this in some instances IF passes/tickets have already been purchased.
You want to make sure you have the payee and financial settings correct from the start. If tickets/passes have been purchased with the wrong payee on the event, you will need to reverse the transfers to the incorrect payee in Stripe, then transfer money from our balance to the correct payee in Stripe. If tickets/passes were purchased with the wrong financial settings (not collecting marketing fund, hidden fees vs. participant-paid fees, etc.) you may have to move money around to account for the mistake.
Ticket Hoss
The most important piece here is to get the tickets and ticket prices correct from the start. They can be edited later, but that doesn’t change what the initial purchasers paid for them.
Other larger changes include event dates, ticket dates, ticket names and ticket price changes based on race day or presale pricing.
- If you change the ticket dates or names, the updates will take effect on any tickets already purchased. The ticket holder may have to refresh their tickets to see the changes.
All changes will take effect immediately, but if you or a user was on the event or had it open when the change was made, you would need to go to a different screen or refresh the event in order to see the changes.
Every time you make a change and save it, open the editor again to make sure all of the information is still there. We had an early bug that was wiping out the payee every time you saved an event, so you have to go back in, select the payee and save again.
Pit Pay / Kart Pass
You need to make sure you are serving the correct waivers for the event. This is crucial. You can change the waivers after passes have been purchased to an event, but only participants who purchase after the change has been made will have signed the correct waiver.
The next priority is to get the passes and pass prices correct from the start. They can be edited later, but that doesn’t change what the initial purchasers paid for them.
Other larger changes include event dates, pass dates, pass names and pass price changes based on race day or presale pricing.
- If you change the pass dates or names, the updates will take effect on any passes already purchased. The participant may have to refresh their passes to see the changes.
All changes will take effect immediately, but if you or a user were on the event or had it open when the change was made, you would need to go to a different screen or refresh the event in order to see the changes.
If you edit a registration form after it’s been used, if you are adding or removing a question field, you should export and save the previous registration data, then make your change. This way, you aren’t losing any data. Editing the form changes what shows in the CSV table.
Editing events vs. creating a new event
In some cases, an event will have participants, but the event details have significantly changed. This can be due to a postponement due to weather, or a variety of other reasons. If a Promoter makes this call, you have to determine if it will be better to edit the current event or create a new one.
Typically, if it’s a date change of a couple days due to a short postponement, it’s better to edit the event, updating the event dates, times, pass dates, and anything else that may need to be adjusted for the new schedule.
However, if it’s more than that, it may be better to create a new event and transfer the participants or ticket holders. This is most likely to be the case if the ticket options have changed and you need to transfer or credit the current pass/ticket holders, or if the postponement is long enough that you want the participants to sign a new waiver if it’s a Pit Pay or Kart Pass event. Updating the current event won’t force a new waiver to be signed but transferring participants to a new event WILL cause them to need to sign a new waiver to validate the pass.