Editing an Event

Audience: Club organisers, committee members, and event organisers

Editing lets you change an event after you have created it — before or after entries open. You can fix a typo, adjust pricing, add tickets, swap the flyer, turn on health declarations, or move a live event to new dates. The event keeps the same web address and its nomination code, so links you have already shared keep working.

The edit screen is also the hub for a live event: from it you can jump to the entry list, add a registration by hand, open scheduling, download a blank entry form, or share the event on Facebook.

Who can edit an event

• Organisation admins and organisers — anyone in your organisation with the Organiser or Organiser Contributor role can edit that organisation's events.
• Horsify admins can edit any event.

Events that came into Horsify as external listings — pulled from a club calendar feed, discovered by the flyer scanner, or brought in with Import from Nominate — can only be edited by Horsify support. Events you build yourself, including ones started with Create with AI, are yours to edit.

Opening the edit screen

1. Sign in and open the event's page.
2. Choose Edit Event.

You can reach the event page from your Organiser Dashboard, from your club site, or from the public events listing. The address is always /events/{event}/edit.

A coloured banner at the top tells you which state the event is in:

• Draft event (blue) — not yet published, visible only to organisers. Everything is editable, and the draft saves itself as you work (see Saving your changes).
• Published (green) — live and visible to the public. Changes wait for you to press Save changes, and a few fields lock; see What locks once you publish.
• Cancelled (amber) — the event was cancelled and entrants told. It stays for your records.

The sidebar

Save panel

The panel at the top of the sidebar carries the two save buttons and a status chip. On a phone the same chip and the main button sit above the form.

Button	On a draft	On a published event
Main button	Publish event — checks the form, saves it and makes it public	Save changes — saves your edits to the live event
Second button	Save draft — saves now, without waiting for the auto-save	Unpublish — takes the event off the listings after asking you to confirm. Entries already taken are kept.

The chip reads Unsaved changes…, Saving… or Saved just now on a draft. If something stops the draft saving itself (say the end date is before the start), the chip says so in amber and the auto-save waits until you fix it.

Go to

Link	What it does
Preview	Opens the public event page in a new tab, exactly as visitors see it — drafts included.
Competition classes	The classes page, for competitions.
Entry list, Add an entry, Manage entries, Scheduling	Appear once the event is published.
Share on Facebook	Opens the Facebook dialog (see below).
Printable entry form	Generates a blank entry/nomination form PDF for postal or on-the-day entries.

Sections

The Sections list jumps you straight to any part of the form, in the order the form runs: Basics, Host and venue, Schedule, Registration, then Sessions, Entry form, Tickets, Payment methods, Refund policy, Accommodation, Flyer, Event booklet, Search listing, Sponsors and Health declarations. Only the sections this event actually shows are listed:

• Entry form only shows for competitions with classes; Tickets and Refund policy only for competitions and ticketed events, and Payment methods only once the event has at least one ticket.
• Accommodation only shows when the venue has stables, yards or camping sites, or when you have already switched one of those on for this event.
• Sessions only shows on events that run as more than one session.
• Sponsors only shows when the event belongs to an organisation.

After a failed save, a red count beside a section says how many problems it holds.

On a phone the sidebar is replaced by a Jump to section… dropdown at the top of the form.

Share link

Once the event's visibility is Public or Featured, Horsify assigns it a short event code (for example SPDF) and the sidebar gains a Share link panel: the event's short link with a copy button, a Share, QR code and more button that opens the sharing dialog, and the code itself underneath. The code never changes, so it is safe to print on a flyer or drop into a Facebook post, and riders can also type it into the Got an event code? box on Horsify's nominations page to jump straight to your event. A Hidden event has no code and no panel.

What locks once you publish

Publishing is the point at which people start relying on your event details, so Horsify freezes the things that would break existing entries. Anything locked can still be changed — press Unpublish, make the change, then Publish event again.

Field	Draft	Published
Title, description	Editable	Editable — entrants and watchers are told when either changes
Disciplines	Editable	Locked — the competition classes belong to them
Start/end date and time	Editable	Locked — but see Reschedule below
Total capacity	Editable	Editable — raise it to open more places; lowering it below the entries taken just shows the event as full
Runs as more than one session	Editable	Locked
How people take part	Editable	Locked
Venue	Editable	Locked — but see Change venue below
Tickets and prices	Editable	Locked
Visibility, approving entries by hand	Editable	Editable
Entries open/close dates	Editable	Editable
Payment methods, refund policy	Editable	Editable
Stabling, yards and camping	Editable	Editable
Search listing, entry form, flyer, booklet, sponsors, health declarations	Editable	Editable

The organising organisation can never be changed, on a draft or a published event.

Changing the venue of a published event

A venue move is a locked field with its own escape hatch, because it genuinely happens. Use Change venue and Horsify emails everyone who has entered and everyone watching the event.

Rescheduling a published event

The dates are the other locked field with an escape hatch. Press Reschedule beside the greyed-out dates and a dialog asks for the new start, the new end, when entries now close, and an optional message to entrants. Confirm with Reschedule and tell entrants and Horsify:

• moves the event, and everything on its timetable, by the same amount: sessions, the running order, helper shifts, and any ticket sales window or early bird deadline that has not yet passed. A deadline that has already passed stays where it was, so postponing an event never quietly reopens early bird pricing;
• keeps the event published throughout, so entries keep coming in;
• emails everyone who has entered and everyone watching the event, and sends entrants an in-app notification, with your message included.

The end date and the entries-close date follow the start date in the dialog, so moving a two-day show a week later is one change. There is no need to unpublish first; unpublishing, editing the dates and publishing again still works, but tells entrants only to "check the details" rather than what changed.

If someone else saves first

Two people (or two browser tabs) can have the same event open. The first save wins; the second is refused with a banner reading Changed elsewhere, and nothing from it is written. Choose Reload the latest version to see what the other person saved (your unsaved edits are dropped), or Save my changes anyway to replace their version with yours. On a draft the auto-save pauses until you choose.

Working through the form

Basics

Title, description (up to 4,000 characters, with a live counter), disciplines, and inclusive participation programs. If the discipline you need isn't listed, Add a discipline creates it for your organisation. Leaving every inclusive-participation box unticked means the event is open to everyone.

Host and venue

The organising organisation is fixed. The venue picker offers your organisation's favourite venues first and searches the full venue list as you type. Any venue you save an event against is added to your favourites automatically. The venue comes before the schedule because it decides the timezone the dates are read in.

Schedule

Dates and times are entered in the event's own timezone, not yours; the section names the zone. Moving the dates moves any sessions with them. The end date follows the start date until you set it yourself. Tick Runs as more than one session for a multi-day show or a competition with several rings — that unlocks the Sessions section directly below.

Registration

How people take part decides how entries are taken, and which of the following fields appear:

• Competition with classes — Horsify's full event management, with competition classes and horse nominations.
• Ticketed event — paid entry through Horsify without classes.
• Free RSVP — free RSVP through Horsify.
• Entries taken elsewhere — riders are sent to your own entry system; you supply the entry link and an enquiries email address.
• Listing only — no entries are taken through Horsify; the event is a listing only, with no Enter button.

For competitions you can also have riders nominate a horse for each class they enter, and cap Most nominations per order and Most classes per horse per day (three tests per horse per day is the usual EA dressage rule). Leave either blank for no limit.

• Total capacity — leave empty for no limit, or set a number to cap total entries across every ticket type.
• Visibility — Public (in the listings), Hidden (direct link only) or Featured (highlighted on the homepage and at the top of listings).
• Approve each entry by hand — entries sit as pending until an organiser approves them, instead of confirming automatically.

Leave the entries open date blank to take entries as soon as the event is published, and the entries close date blank to keep taking them until the event starts. Both are shown and entered in the event's timezone.

Instructions for riders is shown behind a "Read the organiser's instructions" button at the top of the rider's entry page for this event, beside the how-to-enter steps.

Who can see provisional results applies to competitions; see Results settings below.

Sessions

On events that run as more than one session, this section follows the schedule. See Sessions below.

Competition classes

Classes live on their own page — the Competition classes link in the sidebar opens it. Adding, editing and removing classes is done there, not on this form.

Entry form

Assign one of your organisation's entry form templates to collect extra information at checkout. Templates themselves are built under Entry form templates in the organiser menu; this section only chooses which one this event uses.

Ticketing, payments and refunds

Manage tickets (or Add a ticket on an event with none yet) opens the ticket editor, where each ticket type has its own price, member price, optional early bird price and early bird member price, an optional membership it grants, quantity and sales window. A ticket with an early bird price is badged Early bird in this list (a ticket with a sales window is badged Sales window). On a competition with classes, tickets are optional extras — camping, a dinner, spectators — and the entry fees live on the classes; a ticketed event with no tickets is free to attend.

How the fee is charged sits under the ticket list once the event has at least one ticket:

• Once per entry — one fee per horse and rider, whichever rings or sessions their classes fall in. This is the right choice for a competition day, and it is what a new competition with classes gets by default. Sessions that are not ticketed sell nothing and are not offered to riders as something to select: the ring follows from the classes they enter. A session's capacity then counts the horses entered in its classes, so a ring that takes 20 horses fills at 20 horses however many tests each rides. A session that is ticketed and linked to a specific ticket keeps selling that ticket on its own — a dinner or a stabling session still works alongside the entry fee.
• Per session — riders buy a ticket for each session they select. This is how every event behaved before the setting existed, and it stays right for clinics, multi-day shows sold by the day, and anything else sold by the slot. Every event that existed before September 2026 is set this way; switch a running competition to Once per entry yourself if its rings were charging the fee twice.

Early bird pricing ends, in the registration section, is the one deadline every early bird price and early bird entry fee on this event shares: until it passes those figures are charged, and after it everything reverts to the standard price by itself. It must be before registrations close. See Early bird pricing for how the prices, the cart and the invoice behave.

Payment methods starts with every method your organisation accepts; untick any you don't want for this event. You cannot enable a method here that the organisation has switched off.

Refund policy either inherits your organisation's policy or takes one written just for this event.

On a draft, tickets are saved the moment you close the ticket editor, so nothing is lost if the page is closed before the main save.

Accommodation

When the venue has stables, yards or camping sites, an Accommodation section lets you offer them for this event: a fee per night or per day, an optional refundable bond, and a maximum number available. The fees are added to the rider's entry total at checkout. These stay editable after publishing.

Flyer and event booklet

• Flyer — a JPEG, PNG, WebP or SVG up to 5 MB, shown on the event page and used as the listing thumbnail. Create a flyer generates one with AI from your event details and club branding instead.
• Event booklet — a PDF programme (classes, entry conditions, prize money, sponsors) up to 30 pages and 25 MB. Every page is converted to an image so riders can read it on a phone, and the original PDF stays downloadable. Once a booklet is uploaded, the event's card on the events listing gains a Program chip that opens it on the spot, without loading the event page.

Both upload immediately when you press their own upload button — they are not held until you save the form.

Search listing

Optional overrides for how the event appears in Google and other search results: a search title (aim for 50–60 characters), a description (150–160 characters) and comma-separated keywords. Leave them blank and Horsify writes them from the event details.

Sessions

On events that run as more than one session, this section lists each session with its own name, start and end date/time, description, area of the venue, discipline, and — when it is Sold as a ticket — a capacity. Schedule board opens a day-by-day board where classes are dragged into sessions. Session changes save automatically as you edit, and each session shows its own status chip (Unsaved changes…, Saving…, Saved). Sessions must start and finish inside the event's own dates; if you move the event window, sessions left outside it are pulled back into range when you save.

Add a session opens a short dialog. On an event with more than one discipline it asks which discipline the session runs — the answer names the session and stores its discipline, which you can change later from the card. The dialog then offers to start the session with classes: the event's own unscheduled classes of that discipline, and new ones from the discipline's catalogue at an entry fee you set. Tick what belongs in the session, or nothing for an empty one. See Auto-Save Event Sessions.

A draft that runs as more than one session but has no sessions or no classes yet shows a short Finish setting up the sessions checklist reminding you what is still missing.

On a competition day with several rings — a dressage arena and a jump ring running side by side — add one session per ring, give it the name riders know it by ("BDC Dressage", "Show Jumping"), pick its area, and leave Sold as a ticket off. With the fee charged once per entry (see Ticketing, payments and refunds), riders never select a ring: the register page lists each ring's classes under its name, area and hours, and the classes they tick decide where they ride. The ring's Capacity field stays editable on an unticketed session under that setting — its label reads Capacity (horses) — and counts horses, not riders: a horse in two dressage tests takes one place, and the ring shows n of N horses and Full on the register page. Leave it empty for no limit. With the fee charged per session, capacity applies only to sessions sold as a ticket and the field reads Not applicable on the others. The field follows the saved event, so if you have just switched to Once per entry, save the event before setting a ring's capacity.

Sponsors

Add sponsors and their logos for this event. Sponsors are a Premium feature — on other plans the section shows an upgrade prompt instead.

Horse health declarations

Turning this on requires every rider to complete a two-stage biosecurity declaration: movement details when they enter, and a day-of-event health check through a secure email link. You choose when the email goes out (morning of the event, a set number of hours before the start, or the day before), whether to chase a reminder, and the biosecurity contact riders see if a declaration is flagged.

This section has its own Save button. Save health declaration settings is separate from the main save buttons, and the section says so. Saving also stores these settings as your club's default, so every event you create from then on starts with them; existing events are not changed. Manage declarations opens the declarations riders have submitted.

Saving your changes

Drafts save themselves

While the event is a draft, every change to the form is saved on its own about two seconds after you stop typing. The status chip in the sidebar (and above the form on a phone) shows Unsaved changes…, Saving… and Saved just now, so you can close the page whenever you like. Tickets are saved the moment the ticket editor closes, and sessions save themselves as you edit them.

The auto-save holds back, and the chip says why in amber, when the form could not be accepted as it stands: a blank title, no venue, an end before the start, entries closing before they open, or early bird pricing ending after entries close. Fix the field and it saves. Save draft saves immediately, and Publish event checks everything and takes the event live.

Published events wait for you

A published event is live, so nothing changes until you press Save changes; the chip reads Unsaved changes… until then. Unpublish asks you to confirm before taking the event off the listings.

Button	On a draft	On a published event
Main button	Publish event — checks the form, saves it and makes it public	Save changes — saves the changes to the live event
Second button	Save draft — saves now	Unpublish — asks first, then saves and takes it off the public listings
Back to the event	Returns to the event page — you're asked to confirm if you have unsaved changes	Same

Both save buttons check the form first. If something needs fixing, a summary at the top of the form lists every problem as a link that takes you to the field, the Sections list shows a count beside each affected section, and the form stays exactly as you left it. If the save itself fails, the reason is shown above the form.

A few things to know about saving:

• You stay on the edit screen after saving, with a confirmation message at the top.
• Health declaration settings, the flyer and the booklet each save on their own.
• If you try to leave the page with unsaved changes, Horsify asks "You have unsaved changes. Leave this page and lose them?" first.
• Publishing a competition with no classes is allowed, but you'll get a warning so you can add them before riders enter.

Who gets told when you change something

When you save changes to a published event that alter its title, date or time, venue or description, Horsify notifies people automatically:

• Email goes to riders watching the event who have event-update emails switched on.
• In-app notifications go to everyone with a confirmed registration.

The message lists which of those four details changed. Changes to anything else — tickets, documents, search listing, accommodation — send nothing.

A draft never notifies anyone, however many times it saves itself. If you unpublish an event that already has entries, change it and publish it again, entrants get one notice to check the date, venue and details. Using Change venue or Reschedule on a published event sends its own email to both entrants and watchers; Reschedule also sends entrants an in-app notification and carries your message.

There is no "notify everyone" button for other kinds of change. For those, use Communications to email your entrants directly.

Sharing the event on Facebook

Share on Facebook, in the Go to panel, opens a dialog that pre-writes a Facebook title, summary, description and share caption from your event, and picks up the flyer as the image. You can edit all of it before sending.

• If your club's Facebook Page is connected, Horsify can post to the Page for you.
• Facebook does not let apps create Facebook Events, so the dialog walks you through that part manually with everything pre-written, and lets you paste the resulting event URL back in and mark the co-host step as done.
• Without a connected Page, the dialog still gives you the prepared text to copy.

Cancelling or deleting an event

The Cancel or delete this event panel at the foot of the page holds the two actions that cannot be undone, and explains the difference:

• Cancel event and tell entrants (published events) — the event stays on Horsify marked as cancelled, and everyone who has entered is emailed and notified. A Cancel this event? dialog asks you to confirm first. Refunds are not automatic: issue them from the payment dashboard. Read Cancelling an Event first.
• Delete event — removes the event entirely and tells nobody. The confirmation names the event and, on a published event, suggests cancelling instead.

After deleting you are returned to your Organiser Dashboard.

Editing after entries have opened

• Fixing the title or description, adding classes, offering accommodation, raising the capacity, or extending the entry window is safe at any time and needs no unpublishing. Title and description changes notify entrants and watchers.
• Changing prices means unpublishing first. Price changes then apply to new entries only — riders who have already paid keep the amount they were charged, so refund the difference by hand if you drop a price.
• Removing a class or ticket that already has entries affects those entrants — talk to them first and move or refund them.
• Changing the date or venue notifies watchers and entrants (via Reschedule and Change venue). Make those changes deliberately; the Reschedule dialog has a message box so the notification carries the reason.
• Unpublishing a live event takes it off the public listings while you work. Riders can't enter during that window, so keep it short.

Common issues

There's no Edit Event button on the event page

The button only appears for organisers of the club that owns the event. Check you're signed in with the right account, and ask your club admin whether you have the Organiser or Organiser Contributor role.

The date or price fields are greyed out

The event is published. For the dates, press Reschedule beside them (see Rescheduling a published event). For prices, press Unpublish, make the change, then Publish event again. See What locks once you publish.

"Changed elsewhere" when saving

Someone else, or another tab of yours, saved this event after you opened it. See If someone else saves first.

"Ticket prices are locked while the event is published"

Same reason — ticket prices are locked on a live event so that entries taken so far cannot be undercut mid-sale.

My changes won't save

The summary at the top of the form lists what needs fixing; click an item to go to it. On a draft the status chip explains what is holding the auto-save back. If the save itself failed, the reason is shown above the form and your edits are still there.

A session says it's outside the event dates

Sessions have to sit inside the event's start and end. Either widen the event window in Schedule or move the session.

The Sponsors section shows an upgrade prompt

Sponsors are part of the Premium plans. Everything else on the page still works.

Related help

• Creating an Event — set up a new event and its first draft
• Running an Event, Start to Finish — the end-to-end organiser guide
• Cancelling an Event — what to do before you delete
• Event Entry Limits & Nomination Caps — capacity, per-order and per-horse limits in detail
• Entry Form Templates — build the forms you assign here
• Camping & Accommodation — stabling, yards and camping in detail
• Auto-Save Event Sessions — how session auto-save behaves
• Horse Health Declarations for Organisers — the biosecurity workflow end to end
• Event Sponsorship — sponsors and logo placement
• View Registrations and Approve or Reject Registrations
• Payment Fees Configuration — payment methods and who pays the fees
• Event Series — group events into a season

Support

Need a hand? Email support@horsify.com.au or use the in-app chat.\n\n---\n\nSource: wiki/features/EDIT_EVENTS.md \nLast synced: 2026-09-07 11:46:21 UTC