Product documentation

Edit Event details

Purpose: This article explains how to safely edit an existing Event in Administrate and how Event changes can affect scheduling, learners, communications…

Purpose: This article explains how to safely edit an existing Event in Administrate and how Event changes can affect scheduling, learners, communications, finances, attendance, and reporting.

Editing an Event is not just a configuration action. As an Event becomes operational, changes can have downstream impact across enrollment, delivery, communications, and financial workflows.

Before you begin: Managing events in Administrate | Understanding the Event Screen

Before editing an Event

Before making changes, confirm:

  • the Event already exists
  • you have permission to manage Events
  • the change belongs on the Event and not the Course Template
  • you understand any downstream operational impact

Note

If a change should apply to future deliveries of the course, update the Course Template instead of changing only one Event.

Open the Event

  1. Navigate to Events.
  2. Open the Event you want to edit.
  3. Use the appropriate Event Screen tab depending on the type of change.

Edit Setup details

Use the Setup tab for structural Event configuration.

Common Setup changes include:

  • status and visibility
  • capacity and registration controls
  • pricing and financial settings
  • location or delivery mode
  • language or tax configuration
  • personnel and high-level delivery settings

Setup changes affect how the Event behaves operationally and should be reviewed carefully before saving.

Edit Outline details

Use the Outline tab to manage the delivery structure of the Event.

Common Outline changes include:

  • session dates and times
  • session order or duration
  • instructor assignments
  • locations or delivery resources
  • session-level documents or materials

Schedule-related changes are typically managed in Outline rather than Setup.

Understanding operational risk

Event changes become more operationally sensitive after enrollment begins.

Changes made to live Events may affect:

  • learner communications
  • attendance tracking
  • achievement and completion logic
  • financial records and invoicing
  • instructor scheduling
  • reporting outputs

Caution

Structural changes made after learners are enrolled may require operational review and follow-up communications. Confirm downstream impact before editing live Events.

Safe editing pattern

A recommended Event editing workflow is:

  1. Complete Setup and Outline before publishing.
  2. Confirm sessions, instructors, and resources.
  3. Verify pricing and capacity settings.
  4. Publish only after structural review.
  5. After enrollment begins, treat structural edits as high-impact operational changes.

Review after major edits

After making significant Event changes, review:

  • communications and triggers
  • learner enrollment impact
  • attendance and completion status
  • financial records and pricing
  • resource and instructor assignments

Best practices

  • Finalize Event structure before enrollment whenever possible.
  • Use Course Templates to manage reusable delivery structure and defaults.
  • Use Event-level editing for delivery-specific operational changes.
  • Avoid changing schedules after communications have already been sent.
  • Review communications and financial impact after major Event edits.

Next steps