What This Screen Does
This is where you update an existing event in the system. Think of it like editing a flyer you already posted — you can change the title, description, dates, ticket types, and registration options. When you save, the system updates the event and anyone viewing it will see the new information.
How to Get There
Open the dashboard.
In the left-hand menu, click Event.
Find the event you want to edit in the list and open it.
Click the Edit button to open the edit form.
You are now on the Edit Event screen.
Step-by-Step Guide
1. Edit Event Information
This is the main card at the top of the form. It contains the core details about your event.
Field | Required | What to Enter |
Event Title | Yes | The name of the event. This is the main title displayed to attendees. |
Confirmation Email Template | Yes | Pick an email template from the dropdown. This email is sent to attendees after they successfully register. Only templates of type “Ticket Confirmation” appear in the list. |
Short Description | Yes | A brief summary of the event. This is displayed in event listings and previews. Keep it concise. |
Full Description | Yes | A detailed description of the event, schedule, and what attendees can expect. Use the rich-text editor to add formatting like bold text, links, and lists. |
Accounting Code | Yes | A number used for financial tracking and reporting. Enter the account number that corresponds to this event in your bookkeeping system. |
Note: The Location Availability field (which lets you select which gyms/locations can host the event) is only shown when creating a new event. You will not see it on the edit screen.
2. Upload or Change Event Images
Below the description fields you will see the image uploader.
Click to add one or more images from your computer.
Images are cropped to a 4:3 aspect ratio. The recommended size is 2048 × 1536 pixels.
At least one image is required.
To remove a single image, click the remove button on that image.
To remove all images at once, use the Remove All action.
When you remove an image on the edit screen, it is deleted from the server immediately.
3. Set Public Visibility
Toggle the Publicly Available switch.
When turned on, the event is visible and accessible to the public.
When turned off, the event is hidden from public view.
4. Edit Event Schedule
This card controls when the event takes place and when people can sign up.
Event Date & Time
Field | Required | What to Enter |
Start | Yes | The date and time when the event begins. Uses 24-hour format. Cannot be in the past. |
End | Yes | The date and time when the event ends. Must be later than the start date. |
Registration Period
Field | Required | What to Enter |
Opens | Yes | The date and time when registration opens. This is the earliest moment people can sign up. |
Closes | Yes | The date and time when registration closes. Must be later than the opening date. Cannot be later than the event end date. |
5. Edit Ticket Types
Every event needs at least one ticket type. Each ticket type has its own name, capacity, price, and tax rate.
For each ticket type, fill in:
Field | Required | What to Enter |
Name | Yes | The name of the ticket type (e.g. “General Admission”, “VIP”, “Early Bird”). |
Available Tickets | Yes | The maximum number of tickets available for this type. Must be 0 or greater. |
Price | Yes | The price per ticket. Shown with your default currency symbol. Must be 0 or greater. |
VAT Rate | Yes | The tax rate applied to this ticket type. Select from the dropdown. |
To add another ticket type, click the Add Ticket Type button at the bottom of the card.
To remove a ticket type, click the red Remove button next to that ticket type.
You must have at least one ticket type. The form will not submit without one.
6. Edit Registration Options (optional)
Registration options let you collect extra information from attendees when they sign up (for example, t-shirt size or dietary preferences).
For each option, fill in:
Field | Required | What to Enter |
Name | Yes | The label shown to attendees (e.g. “T-shirt size”, “Dietary requirements”). |
Input Type | Yes | How attendees will provide their answer. Choose from the available types (e.g. Select, Radio, Text). |
Values | Depends | For Select or Radio types: enter a comma-separated list of choices (e.g. “Small, Medium, Large”). For Text type: leave this empty — attendees will type their own answer. |
To add a new option, click the Add Option button at the bottom of the card.
To remove an option, click the red Remove button next to it.
Registration options are entirely optional. You do not need to add any.
7. Save Changes
Click the Save Changes button at the bottom-right of the form.
The system will:
Validate all your inputs.
Update the event record.
Upload any new images you added.
Show a green “Update success!” notification.
Navigate you back to the previous page.
What Happens Behind the Scenes
You click "Save Changes"
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Form validates all fields (Yup schema)
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API call: EventService.edit({ id, body: updatedEventData })
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Event record is updated on the server
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API call: EventService.setBackgroundImage({ id, files: images })
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Images are uploaded and saved
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Success notification "Update success!" appears
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You are navigated back to the previous page
Troubleshooting
“I filled everything in but the Save Changes button does not do anything”
Check that all required fields have values. The form will not submit if anything is missing or invalid.
Look for small red error messages below the fields — they tell you exactly what needs to be fixed.
Make sure you have at least one ticket type added with all its fields filled in.
Scroll through the entire form. The error might be on a field that is not currently visible on your screen.
“I get an error saying the end date must be later than the start date”
The End date and time must come after the Start date and time.
Similarly, the Closed for sign up date must come after the Open for sign up date.
Double-check both date pairs and make sure they are in the correct chronological order.
“My images did not upload or are missing”
Make sure each image does not exceed the maximum allowed file size.
The event requires at least one image. If all images were removed, add at least one before saving.
If the event was saved but images failed, come back to the edit screen and try uploading them again.
Note: when you remove an image on the edit screen, it is deleted immediately from the server — even before you click Save Changes.
“I do not see any email templates in the Confirmation Email dropdown”
Only email templates of type Ticket Confirmation appear in this dropdown.
If the list is empty, you need to create a Ticket Confirmation email template first in the Email Templates section.
Try refreshing the page — the templates are loaded when the page opens.
“I cannot change which gyms/locations the event is available in”
The Location Availability field is only shown when creating a new event.
Once an event has been created, you cannot change its location assignment from the edit screen.
If you need the event at a different location, you may need to create a new event for that location.
“The VAT Rate dropdown is empty or does not have the rate I need”
VAT rates are managed separately in the system settings.
If you do not see the correct rate, ask your administrator to add it in the tax/VAT configuration area.
Make sure you select a valid rate — the form will not accept an empty or unset VAT rate for any ticket type.
“I accidentally removed a ticket type or registration option”
If you have not clicked Save Changes yet, simply refresh the page. The form will reload with the original event data.
If you already saved, you will need to add the ticket type or option again manually.
“I get an error after clicking Save Changes”
A red error message will appear. Read it carefully — it usually explains what went wrong.
Common causes: server timeout, network issue, or a validation rule that was not caught on the front end.
Try again after a moment. If the error persists, contact support and share the error message.
“The form fields are empty even though I am editing an existing event”
The event data is loaded from the server when the page opens. If your connection is slow, the fields may take a moment to fill in.
If the fields stay empty, try refreshing the page.
Check that the event ID in the URL is correct. If the event was deleted, the data will not load.
“I changed the dates but the registration period dates were not updated automatically”
The event dates and registration period dates are independent. Changing the event start/end does not automatically change the registration open/close dates.
Make sure the registration Closes date is not later than the event End date — the system enforces this limit in the date picker.
Review all four dates to ensure they make logical sense together.