Archive an event

Every event you create stays in your organization — past, current or future — so that last year’s speakers, sessions and forms remain there to report on, clone and search. Two things keep the list manageable: the Upcoming filter, and archiving.

Why use it

Teams that run many events year over year end up scrolling past last year’s conferences to reach this year’s. Archiving takes finished events out of the Events page and the switcher without deleting anything or breaking a single portal, embed or integration, so the workspace shows what is live while the history stays there for reporting, cloning and speaker records.

Keeping the events list tidy

On the organization’s Events page:

• Filter narrows the list to Upcoming, Past or Synced events. Past events leave the Upcoming view automatically once their end date passes; nothing needs to be done to them.
• The search box finds an event by name.

Archived events

To archive an event you are finished with, open it and go to Settings → Event Details.

In the Archive event section, click Archive event and confirm. You need the Update Event Settings permission. An archived event:

• leaves the organization’s Events page, the sidebar event switcher and event pickers;
• keeps working otherwise — its URL, portals, embeds, integrations and the public API are untouched, and it still counts in reports and portfolios;
• shows a banner inside the event, This event is archived. It is hidden from event lists but otherwise works as usual., with an Unarchive button for anyone whose role has Update Event Settings. Unarchive in Event Details does the same.

Once your organization has at least one archived event, the Events page Filter offers Show archived with the number of archived events. Tick it and archived events are listed with an Archived badge, and the list shows an Including archived chip. The sidebar event switcher gets a Show archived switch that does the same. Until something is archived, neither control appears.

Cloning an archived event produces a normal, unarchived event, and the clone picker keeps listing archived events so you can clone last year’s. The team access editor and bulk permissions keep listing them too. Simplified (Lite) events have no Archive event control yet.

Why past events stay

• Contact history and the New/Returning badge are built from past events.
• Cloning an event copies its forms, tasks, templates and settings into next year’s.
• Reports and audits can look back across years.

Deleting an event

If an event was created by mistake, a user with the Delete Events organization permission can open the event’s menu on the Events page and choose Delete Event. The event and everything in it — sessions, contacts, files, forms — is hidden from lists and dashboards rather than erased. Restoring is done by Sessionboard support, so contact support@sessionboard.com if a deleted event needs to come back.