Horsify Knowledge Base - Postponing an Event

Audience: Event organisers, club organisers and riders Last Updated: 2026-10-23

Overview

Rain, a waterlogged arena, a venue that falls through or a judge who can't come: sometimes an event can't run on its day but will still go ahead. Postpone or reschedule handles that in one step. You can move the event to a new date, or postpone it with the new date still to be confirmed. Either way, entries stand, everyone who has entered is told, and you can let anyone who can't make the new date withdraw and be refunded straight away, with nothing for you to approve.

If the event isn't going ahead at all, cancel it instead: see Cancel Events.

For Organisers

Who can postpone

Anyone who can edit the event can postpone it: your organisation's admins, staff with Events at Manage, and members of the event's team with Manage access. Cancelling is for admins only.

The event must be published (or already postponed). A draft has no entrants yet, so change its dates directly on the edit form.

Step 1: Open the dialog

Open the event's edit page.
The dates are greyed out while the event is published, because entries, sessions and reminders all hang off them. Press Postpone or reschedule beside them.

Step 2: Choose what's happening

The Postpone this event dialog shows the current dates and asks What's happening to (your event)?

Move it to a new date. Give the new start and end. Changing the start date moves the end date (and the entries close date, if entries are still open) by the same number of days, so moving a one-day show a week later is one change.
Postpone it, new date to be confirmed. For when you know the day is off but not when it will run. The dates stay as they were until you set the new one.
Cancel it (admins only). See Cancel Events.

Keep the same start time if you can. Ride times and helper jobs keep their clock times, and only a change of date moves them. If you change the start time as well, the dialog reminds you to check the running order.

Entries close (optional). If entries have already closed, they stay closed after the move. Only set a new close date if you want to take entries again. If entries are still open, the close date moves with the start; leave it blank to take entries until the event starts.

Step 3: Decide about refunds

Let anyone who can't make it withdraw and be refunded straight away is ticked unless you untick it. With it on:

Each entrant's email and notification links to a page where they can withdraw an entry and are refunded on the spot. You don't approve anything, and you're told each time someone withdraws.
Riders can withdraw until: pick the last day. If you leave it, it's a fortnight from today, or the day before the new date if that's sooner. It can't run past the new start, so nobody is refunded after they've ridden.
Refund the platform fee too is ticked unless you untick it (if you've already set refund terms for this event, it starts on what you chose last time). Ticked, riders get back everything they paid, and your club covers the platform fee on each refund from its Stripe balance (Stripe and Horsify keep their fees on a refunded payment). Unticked, riders get back what they paid less the platform fee, and your club is left even.
A membership bought with an entry isn't refunded, because the member keeps it. A day membership is the exception: it was only for the event day, so it's refunded with the entry.

For a weather call, we suggest leaving both boxes ticked: only the riders who can't come cost you anything.

Step 4: Add a message and confirm

Add a Message to entrants (optional, up to 1,000 characters), for example why the event moved and anything riders should do. It goes in the email and the in-app notification.

Press Postpone and tell entrants. Or press Keep things as they are to close the dialog without changing anything.

What happens when you move it to a new date

Horsify moves the event and everything on its timetable by the same number of days:

sessions and the running-order days
the judges' dressage score sheets
helper shifts and helper jobs
open work tasks pinned to the event (set-up, pack-down and the like)
ticket sales windows and the early bird deadline, if they haven't passed yet
the Bump in from and Bump out by dates for stays, and each rider's booked arrival and departure, so someone arriving the night before the first day still arrives the night before it

A deadline that has already passed stays passed, so postponing never quietly reopens early bird pricing.

The event stays published and keeps taking entries if they're open.

What happens when the date is to be confirmed

The event is marked Postponed, and riders see a Postponed badge on the event page. While it's postponed:

entries stand, but it takes no new entries
it sends no reminders, and no helper or health-declaration emails
it doesn't mark itself completed when the old date passes

When you know the new date, open the edit page and press Set the new date on the yellow Postponed: new date to be confirmed banner. The same dialog opens on the new dates. You can offer (or re-offer) the withdrawal refunds at that point too.

You can still edit the event's other details while it's postponed. Saving keeps it postponed.

Who is told

Everyone with a live entry (confirmed, awaiting approval, awaiting payment or with a cancellation request pending) gets one email per address. It says where the event has moved to, or that the date is to be confirmed, that their entry stands, your message, and how to withdraw for a refund if you offered it.
Entrants with a Horsify account also get an in-app notification.
Helpers on a published roster are emailed their jobs on the new day, or told their jobs are on hold.
People watching the event get the usual event-update email.

Horsify doesn't tell judges who aren't on your helper roster, or entrants entered by hand without an email address. Contact them yourself.

Do it as soon as you decide, and before 5 pm the day before the event if you can, because that is when helpers' "you're on tomorrow" reminders go out. An event left on its old date marks itself completed once the day has passed, and then can't be postponed.

When riders withdraw

Each withdrawal cancels that entry and releases its place straight away. Then the refund goes out:

card payments go back to the card, on the terms you chose
club credit goes back to the member
anything paid in cash or by bank transfer is yours to return: the rider is told that, and you're told how much

You're notified each time, and the edit page shows until when the offer is open.

For Riders

If an event you've entered is postponed

You'll get an email, and a notification in the Horsify app. Your entry stands, and you don't need to do anything if you can make the new date (or are happy to wait for it).

If you can't make the new date

If the organiser has offered refunds, you can withdraw and be refunded straight away, with no request for them to approve:

Use the link in the email or notification, or go to My Registrations and press Withdraw for a refund on the event.
The Can't make it? page lists your entries in the event and shows, for each one, what you'd get back.
Press Withdraw and get my refund on the entry and confirm.

A refund to a card usually reaches your account within 5 to 10 business days. Club credit comes back to your account straight away. If you paid in cash or by bank transfer, the organiser returns that to you themselves.

Depending on the organiser's terms, the platform fee may not be refunded; the page tells you before you withdraw. A membership you bought with your entry is yours to keep and isn't refunded, apart from a day membership, which is refunded with the entry.

The offer has an end date, which is shown on the page. After that, or if the organiser didn't offer refunds, the page says withdrawing for a refund isn't open: contact the organiser, or cancel your entry from My Registrations to ask them.

Frequently Asked Questions

Can I unpublish the event, change the dates and publish it again instead? It still works, but entrants with a confirmed entry are only told in the app to "check the date, venue and details" rather than what changed, the only email is the usual event-update email to people watching the event, not to everyone who entered, and only the event's sessions follow the new dates: the running order, judges' sheets, helper jobs and riders' stays stay on the old days. Use Postpone or reschedule.

I postponed with the date to be confirmed, and now it's going ahead on the original day after all. Press Set the new date and keep the original dates. Entrants are emailed the dates, and the event is published again.

Can I move the event again after moving it once? Yes. Press Postpone or reschedule again.

Will postponing reopen entries that had closed? No. Closed entries stay closed unless you give a new close date in the dialog.

We want everyone to start afresh on the new date. Cancel the event with Refund everyone now, then create a new event for the new date. Don't refund everyone one by one in Payment Management and keep the event running: a full refund there also withdraws the entry unless you untick Also withdraw this entry, and an entry you keep after a refund reads as unpaid.

Edit Events: editing a published event, including changing the venue
Cancel Events: cancelling an event and refunding everyone
Event Cancellation Guide: whether to postpone, cancel or delete

Support

Questions? Email support@horsify.com.au.\n\n---\n\nSource: wiki/features/POSTPONE_EVENTS.md \nLast synced: 2026-11-05 19:09:47 UTC

Postponing an Event