Archiving events helps keep Prospero fast and efficient, especially for busy organizations with packed schedules. This article walks you through what happens when events are archived, how to access them, and how to adjust your archival settings.
Why Archive Events?
Over time, your calendar can accumulate thousands of past events. Loading all of that data every time you open the app can slow things down. Archiving removes older events from the initial load, resulting in significant performance improvements for accounts with 3,000+ events.
Here’s what happens when events are archived:
💤 They aren’t loaded by default when you open the app — making calendars faster and smoother.
🌐 They don’t appear on shared view links — viewers only see current and future schedules.
🔄 They aren’t synced to Google Calendar or Outlook — keeping your connected calendars current.
✍️ They can’t be edited or deleted, but you can duplicate archived events to use them as templates for new project.
Loading Archived Events
Need to revisit the past? If you scroll to a past time period that’s already archived, Prospero will automatically prompt you to load that portion of the archive so you can view older events as needed.
You can also load archived events at any time directly from the calendar. To load events for a specific date range, click the three-dots ⋯ menu in the upper right of the calendar next to +Filters, and select Load Archive. The current range of events in the view will be downloaded when you click Load.
❗️Loading high numbers of archived events may slow down the app. We recommend loading no more than a month of events at a time.
Auto-Archiving Settings
Prospero automatically archives past events every night, but you control the time threshold for what gets archived. Events can be archived after a set period of 30 days, 60 days, 90 days, 6 months, 9 months, or 1 year.
To change the archival period, go to Settings. Scroll to the bottom of the Overview Tab and click Edit. You can then edit the amount of time after which to archive events events under Archival. Next to Auto-archive events after, select your preferred time period.
This setting determines how far back Prospero will keep events “live” before archiving them.
Choosing the Right Archival Threshold
The archival threshold is a balance between usability and performance:
Setting a lower archival threshold (e.g., 30 days) will enable faster initial load times, but you'll need to manually load archived events more often if you revisit old schedules. If viewers want to see past schedules on view links, they will not be able to view past the archive threshold.
Setting a higher threshold (e.g., 180 days) will provide easier access to older events without manual loading, but higher event volume will cause slower load times.
The default is set to 90 days, which offers a good balance for most organizations. If you schedule 500+ events per month, consider using a more aggressive threshold to maximize performance. If you schedule fewer than 100 events per month, you can afford to be a bit more relaxed.
Using Archived Events as Templates
Let’s say your theater hosted A Midsummer Night’s Dream last spring, and you want to set up a similar run this year. Even though the original events are archived, you can load the archive, duplicate the past event, and quickly adjust dates and details for the new production — without starting from scratch, or keeping all the event info in the app.
📌 Key Takeaways
Archived events keep Prospero fast and tidy without losing historical data.
You can load, view, and duplicate archived events anytime — but not edit or delete them.
Adjust your archival threshold to fit your organization’s scheduling volume and workflow.
Questions? Comments?
Feel free to contact support or chat with us in the app via the Help button.