Understanding Event Statuses and Their Uses
Learn how to use event statuses like Scheduled, Tentative, Completed, No-Show, and Canceled to manage events effectively.
Event statuses in Evallo’s Calendar help you manage your schedule with precision. Each status reflects the current state of an event and has unique implications for scheduling, invoicing, and reporting. This guide provides an in-depth look at these statuses, their uses, and the restrictions associated with them.
Understanding Event Statuses and Their Uses
Key Features and Restrictions
Scheduled Status
A session marked as Scheduled is fully confirmed. It blocks the time slot for all attendees, ensuring no double bookings occur. If an attendee has a conflict (e.g., Time Off or another event), the system displays a warning, allowing you to resolve the conflict before finalizing the session.
Tentative Status
A Tentative status is used for sessions that are planned but not yet confirmed. These sessions appear on the Calendar but do not block the time slot, leaving it open for other bookings. This status is excluded from invoicing unless updated to Completed or No-Show.
Completed
A Completed status is useful when a tutor wants to record that they met the student and the session has been completed as scheduled. It is shown on the calendar with a green border and a checkbox added on the event card.
No-Show Statuses
A No Show status is used for sessions when a student did not inform the tutor in advance about skipping/missing the session and eventually does not show up. This status is particularly useful for tracking attendance trends or billing policies for missed sessions, as well as for enforcing your cancelation policies.
Completed and No-Show statuses are only available for past sessions. Future sessions cannot be marked as Completed or No-Show. Once marked, these statuses are included in invoicing and session reports.
Canceled Status
Canceled sessions are removed from the Calendar. However, if an invoice is already paid for the session, cancellation is restricted, and the system will display a warning. Use this status only for sessions that will not take place due to unforeseen circumstances.
Scheduling and Updating Sessions
Evallo allows flexibility in managing both past and future sessions.
Scheduling Past Sessions:
You can schedule sessions in the past to account for cases where tutors need to log sessions retroactively. This feature is particularly useful before payroll deadlines or for reconciling daily sessions.Updating Recurring Sessions:
Recurring sessions can be updated or deleted in bulk:• Update Current and Future: Adjust details like time, attendees, or service for the current and all future sessions. Statuses and notes remain unaffected.
• Delete Current and Future: Remove the current session and all future instances.
Conflict Warnings
When scheduling or updating a session, Evallo ensures that potential conflicts are flagged:
Time Off Conflicts: If an attendee has Time Off during the event, a warning is displayed. The session can still be created, but the warning highlights potential issues.
Double Booking: If any attendee already has another event at the same time, the system notifies you to avoid scheduling overlaps.
Best Practices for Managing Event Statuses
Update statuses promptly: Ensure that events are marked as Completed, No-Show, or Canceled immediately after they occur to maintain accurate records.
Review recurring sessions regularly: Use the Update Current and Future option to adjust session details without disrupting individual statuses.
Track attendance trends: Use the No-Show status to monitor student or tutor attendance and address frequent absences proactively.
Resolve conflicts: Address any warnings about Time Off or double bookings before confirming a session to ensure smooth scheduling.
Next Steps
Understanding and managing event statuses effectively helps you maintain an organized schedule and ensure accurate invoicing. By using these tools wisely, you’ll improve operational clarity and accountability.
Explore more features in our guides on Event Requests, Schedule Mapper, and Session Tags. If you have further questions, contact our Support Team.
