Editing and deleting events

Who can edit or delete

It's a permission, not a fixed rule. Each role is granted Reserve and edit per event type, and that grant decides who can change what — see Roles & permissions.

Admins can edit or delete any event.
Anyone who manages the event — their name in its Manager field — can always edit or delete it.
Everyone else depends on their role: with Reserve and edit on the event's type they can change it, narrowed by whichever of the two options that grant has set ("only events they manage", "only events one of their teams is on"). With neither option set, the grant covers every event of that type.
A role without the grant can view events but never change them.

Out of the box, Manager is set to Reserve and edit with "only events they manage", so a Manager changes their own events and no one else's. An Admin can widen that on the Roles page.

Because edit rights follow who manages each date, a Manager who hands one of their dates to someone else may not be able to edit that date afterwards, unless their role's grant covers it another way.

Confirmed events can be edited or deleted, and so can an event that needs a room (below). A pending event awaiting an override decision can't be edited — but if it's your request, you can remove it with Withdraw request. See Override requests.

An event that needs a room

When a higher-priority booking takes an event's room and no other room is free, the event is left without one. It shows on Home under Events needing a room, and its page says This event needs a room and names the room it was moved out of.

Anyone who could edit the event gives it a room from that page:

Open Schedule. No room is selected; each one shows whether it's free.
Pick a room — the one it was moved out of, if that's free again, or any other.
Select Save changes.

The room goes through the same checks as any room change: if it's taken, you're told who it would move or that it can't be used. Once saved, the event is back on the calendar with everything it had — its forms, teams and history. On a repeating event, this places the one date only. You can also delete an event that needs a room.

Making changes

Open the event from the calendar and select Open event. There is no separate edit screen any more — you read the event and change it in the same place.

The event opens with its parts listed down the side:

Basics — title, event type, description, managing user, expected number.
Schedule — when it happens, how it repeats, and which rooms it holds.
Sales — ticketing. Admins only.
People — teams and participants, volunteers, and team availability, each in its own panel.

Pick one to open it. On a phone the list comes first and you tap through to a part, with All areas to come back.

One field is Admin-only:

Event type — only an Admin can change it, since the type sets the event's booking priority.

Managing user — anyone who can edit the event can hand it to someone else who can manage events. On a repeating event, this field is marked Only for the date you opened: changing it there changes that date alone, like arranging a substitute. To change who manages a whole Repeating Set, use Manager… on its card under Schedule — see Changing a run after it's booked.

If you can see an event but aren't the one who manages it, you can still read every part you have access to — there is simply no Save.

One save for the whole event

Change something in one part, something else in another, and one Save commits both. A bar appears at the foot of the page as soon as anything is pending, and it stays with you as you move between parts, so you can see there is work outstanding wherever you are.

Save changes commits everything at once.
Discard puts every part back to how it was stored, not just the one you are looking at.

Moving between parts never loses pending work. Leaving the event does — the bar is the warning.

What a save will do, before it does it

Where a save could affect something beyond the event itself, Venvy tells you first. You'll see a Before this saves panel listing what will actually happen — named, not counted:

the dates that can't take a room set, and the ones that can,
an event your change would displace, and where it would go,
anyone who will be emailed, and what about.

Nothing is written while that panel is on screen. Save these changes commits exactly what it listed; Cancel leaves everything as it was.

If the situation changes between the panel appearing and you confirming — someone else takes a room in the meantime — the save is refused as a whole and you'll see the new picture rather than a half-applied change.

Rules are re-checked on save

Changing the room or time re-runs the same checks as a new booking:

The new slot is free — your changes save immediately.
Lower-priority events are in the way — you'll see exactly what would move and where before anything changes, and you confirm first. See Relocations and preview.
An equal-or-higher-priority event holds the slot — the change is refused and nothing is saved. Venvy offers alternative rooms so you can move the event somewhere free instead, or you can change the time and save again.

If someone else edited the event while you had it open, your save is refused and Venvy names what changed. Your pending changes are kept — review and save again rather than starting over.

Deleting an event

Deleting is not a pending change: it takes effect when you confirm it, on its own terms. From the calendar, open the event's Quick look and select Delete event, then confirm. The event is removed from the calendar.

When you delete an occurrence of a repeating event, confirming opens the same Apply to step that editing uses — see below. As with editing, the same permission applies to every occurrence in scope: if it would reach one you're not allowed to change, nothing is deleted.

Moving an event

Changing the date or time happens under Schedule, in the event itself.

A move is checked the same way a new booking is. If it would displace a lower-priority event, you see what moves and where before anything is written, and you confirm that specifically. If the slot is held by an equal-or-higher-priority event, the move is refused and Venvy offers alternative rooms that are free instead.

A change to the time applies to the occurrence you opened. To change when a whole repeating run happens, use its repeating set — see Changing a run after it's booked — so the run's stated pattern and its dates can't drift apart.

You can't move an event to a time that has already gone. Venvy says which it is — "6:30pm today has already passed. Pick a later time or another day." — with the same half-hour's grace the Reserve form gives, so at 7:10pm a 7:00pm start is still fine.

Editing an event that has already happened is a different thing, and it still works. Fixing a title, a description or who managed last Tuesday's rehearsal saves normally. The refusal only applies when you change the start to a time that has passed — so correcting the record is never blocked, and only moving something into the past is.

Recurring events

Each date of a repeating event carries its own rooms. Open Schedule and you'll see every date listed; pick one to see and change what it holds. Edits to several dates are all held together and committed by the same single Save, and any date with something pending says so on its own row.

When you save a change to an occurrence of a repeating event, Venvy asks Apply to before writing anything:

Only this occurrence — nothing else in the series changes.
This and future occurrences — earlier ones are left as they are.
All occurrences — every occurrence in the series.

The question comes at the moment you save rather than before you start editing, because only then can it tell you what the answer will do. Whichever you pick, the step states the reach as a count and a span — "3 Matinees · Sat 5 Sep → Sat 20 Sep" — and how many occurrences it will leave alone. Nothing is written until you confirm.

Deleting asks the same question in the same place, so there's one thing to learn.

Limiting it to one Repeating Set

If the run holds more than one repeating set, the step also offers Limit to one Repeating Set. "This and future occurrences" can't express "all the matinees" — matinees aren't consecutive — so the set filter is a second choice applied together with the reach, not instead of it. Leave it on Every Repeating Set and the step behaves exactly as it does for a run with one.

Picking a set and a reach that don't overlap — the evenings, from a point after the last evening — reaches nothing, and Venvy says so rather than reporting a change it didn't make.

Where a reach crosses sets, the step breaks the count down so you can see it before you commit. Standing on a Saturday evening and choosing "this and future" reaches the following Saturday's matinee too; that's correct, and it's better seen than discovered.

What a wider reach won't apply

Nothing you've typed is thrown away by answering this question. But some changes only make sense for one occurrence, and the step names them rather than applying them quietly:

The date — the dates belong to the repeating set's rule, so a wider reach never moves one.
The time — a time change applies to the one occurrence you're editing. To move a whole run, use Change the clock from… on its repeating set, under Schedule.
The managing user — it changes the occurrence you opened only. To hand a run's dates to someone else, use Manager… on its repeating set, under Schedule.
A room set — several rooms held together can't be applied across occurrences. To put a whole run in different rooms, use Rebook the series on its Schedule area, which asks about the run rather than about one date — see Changing a run after it's booked.
The event type — this one points the other way. An event type belongs to the whole run, because the name Venvy gives each date and how that date ranks against other bookings both come from it. So it's applied only at All occurrences with no set filter, and named here at any narrower choice.

Your other changes are applied as normal.

If a series edit would move other events on one or more dates, Venvy shows a Deflections need your attention card instead of applying right away. Open it to review a per-date report: each affected date, which events its change would displace, and where each one lands (or a warning if there's no room for it). On each date, an Admin can:

pick a different room for any displaced event, and
choose to deflect the lower-priority event (the default) or send that date to override approval instead — and, with apply to all similar dates, make the same choice across every matching date at once.

Once you've reviewed, the card turns green; applying then makes exactly the changes you saw. Nothing changes until you apply. Managers see the same report read-only.