Lock users out of events 'X' days before event happens

27 votes

User would like to prevent requestors from editing an event once the event is 7 days or fewer away. Ordering a change in catering after the catering deadline, etc. so the event resource delivery staff have time to plan their work.

Under consideration ** 25Live Pro Event Configuration Event Form Groups Tool Suggested by: Mike C (CollegeNET) (18 Dec, '19) • Upvoted: 19 Jul, '23 • Comments: 7

Comments: 7

14 May, '20
Lynne Chin
We don't let users edit their events right now because of this reason (and a few others) but this could help us move toward that.
28 Jan, '21
Sarah Willis
This would open up great opportunities for us. Currently we operate like Lynne mentioned above. If we could have users edit up until xxx # of days prior to event, this would free up schedulers from having to do many of the edits. Efficiency is everything!
21 Feb, '23
Sarah Willis
I would recommend that "Users" should be adjusted to "Requesters". Task approvers may still need access to workflow, and schedulers should have access. For my institution we don't want requesters editing to ensure the workflow of information to service providers is carefully controlled within 14 days of the event date.
21 Feb, '23
Claire McKenney
We currently allow requestors to edit the name, description, calendar options (custom attributes) after the event is confirmed. It would be great if the system could lock them out of it after a set time so they can no longer edit those before they go out in the daily events email.
25 Feb, '23
Megan Peterson
At Duquesne, we allow only the requestors to edit their events in the "Tentative" state. Once confirmed, they are unable to edit. We also use the "sealed" state to restrict permissions if the event is not to be confirmed.
28 Feb, '23
Brandi Smith-Berger
We currently have different event forms for event request edits; each version of the edit event form has different levels of being locked down. Most of our requestors are in our users-general security group and have very restricted creation and event edit Event Forms; Requestors are only able to add event comments to better explain the event and upload data. Our Event Form workflow with event custom attributes with rules and branching logic along with resources and requirements have really worked well for our needs.
02 Nov, '23
Pamela Mason
The problem with this is I would not want that to apply to every event. Different Types of Event are ok to be edited on short notice like study groups and meetings. I would prefer to be able to create rules to change Event State that would run on a nightly bases to update events that meet the rules. So I could create a Rule that said anything that has an Event Start Date =< and Is one of these event types and change to Locked.