Archiving events in Prism allows you to maintain a more organized calendar while preserving all of your data, so you can focus on the shows that you want to see. You may want to archive an event when it is cancelled, rescheduled, or otherwise irrelevant to your event calendar.
How to archive an event:
1. Open the event: Navigate to the event that needs to be archived from your calendar or the event list.
2. Access the 3-dot menu: Click on the 3-dot menu located in the top-right hand corner of the event.
3. Select "Archive": At the bottom of the dropdown, click to "Archive" the event.
What happens when an event is archived?
The event will be removed from your calendar, helping you declutter and focus on upcoming events. Archived events are still be accessible through the Event List filters, and will still be available to include in Prism Reports. Archived events will also appear on the Balance Table for Agency clients.
Note that if you are archiving a Shared event, the event will not be archived on the shared calendar. We recommend communicating with your partner about the status of the event. Learn more about Shared Holds here.
The event status will be updated to "Archived," while preserving all data inside the event, including its status when it was archived.
How to find archived events:
1. From the Event List: Find archived events from the event list by selecting the 'Include Archived Events' box under the Event Status in the filter sidebar. Any archived events that fall within the selected search criteria will be included in the resulting event list.
2. Reports: You can also include archived events in Profit & Loss, Deal Tracker, and Payments Reports by checking the 'Include Archived Events' checkbox in the Reports filter sidebar. This will adjust the resulting data to include archived events.
Pro-Tip: Cancelling Events
Archive an event and use the 'Cancelled' deal status on the Deal Tracker (For Promoters/For Agencies) to organize events that have been cancelled.
The Deal Tracker is an add-on feature, contact accountmanagement@prism.fm if you are interested in adding Deal Tracker to your account.
Alternatively, indicate an event has been cancelled by archiving and adding "Cancelled" to the event's name.
Unarchive an Event
Unarchiving an event is just as easy. Simply navigate to the archived event using the Event List filters or Reports, click on the 3-dot menu in the top-right hand corner, and click 'Unarchive.' The event will reappear on your calendar and all data, including the event's previous status, will be returned to its pre-archived state.
If you have any questions, contact support@prism.fm!