Creating and managing events
Create and manage events in the studio panel; archive sizes and credit costs, the upload window, the 90-day period, extensions, gallery and publishing.
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Everything in CollectAsist starts with an event. An event holds the guest page, the QR code, the archive space and the settings for one wedding, engagement or other occasion. You open the event in the studio panel, and guests reach the same event through its guest page in the browser.
This article covers opening an event, archive sizes and their credit cost, the time periods, and the settings you can change per event. Opening an event and changing its settings needs the permission to manage events on your account; see Team, roles and permissions.
What you can do today
- Open an event with a name, hosts and a date, or save it as a draft when you are short of credits
- Choose a 50, 200 or 500 GB archive and move to a larger size later
- Choose features per event: Digital archive, Find with selfie, or both
- Change when the upload window starts and ends
- Extend the archive in 90-day steps, up to 12 months in total
- Make the gallery public or private, and choose whether content is published instantly or after your approval
- Turn content types, messaging and print orders on or off per event
Opening an event
- Go to Events in the left menu and click New event.
- Fill in Event name, Hosts (for example the couple's names) and Event date. The name and the date are required.
- Under Features, choose Digital archive, Find with selfie, or both. A feature that is not approved in your service scope cannot be selected and shows the note "This service scope is not approved".
- If Digital archive is selected, choose 50, 200 or 500 GB under Archive size.
- The total credits and your balance are shown at the bottom of the window. Click Open event.
If your balance is enough, the event opens straight away, the credits are deducted and the QR code starts working. If it is not, the event is saved as a draft. A draft event shows an "Event is a draft" banner; once your balance is enough you open it with Publish on that banner, and until then the banner shows a Buy Asist Credits link. To buy credits, see Credits and buying.
A draft event's QR code is visible in the panel, but its guest page does not open. Publish the event and test the code with your phone before you send QR cards to print.
Archive sizes and credit cost
For an event with a digital archive, the opening cost depends on the archive size you choose. Every size comes with 90 days of storage.
| Archive size | Opening cost | Period |
|---|---|---|
| 50 GB | 40 credits | 90 days |
| 200 GB | 70 credits | 90 days |
| 500 GB | 120 credits | 90 days |
The archive is filled by the photos, videos and voice wishes guests upload. Professional photos uploaded by the studio do not count towards the archive. When the archive is full, guests cannot upload new files and see the message that the event's archive space is full.
An event with only Find with selfie costs no credits at opening; 1 credit is deducted for each professional photo you upload, at upload time. Details are in Professional photo upload.
You can move an open event to a larger archive. The cost is the difference between the opening costs of the two sizes.
| Upgrade | Extra cost |
|---|---|
| 50 GB to 200 GB | 30 credits |
| 200 GB to 500 GB | 50 credits |
| 50 GB to 500 GB | 80 credits |
To upgrade, open the Plan and duration card on the Settings tab of the event page and click Upgrade to 200 GB or Upgrade to 500 GB. The panel shows the credits that will be spent and asks you to confirm. Changing the size of a draft event costs nothing. An open event cannot be moved to a smaller size.
Event statuses
| Status | Meaning |
|---|---|
| Draft | The event is saved, no credits are deducted, the guest page is closed |
| Open | Credits are deducted, the guest page and the QR code work |
| Expired | The archive period is over, the guest page shows "This page is closed" |
On the Events page you can search events by name, hosts or code, and narrow the list with the All, Open, Draft and Ended filters.
Upload window
The upload window is the time range in which guests can leave photos, videos and wishes. By default it starts 1 day before the event date and ends 7 days after it. If you open an event with a past date after that window has already ended, uploads stay open for 7 days from the moment you open it.
To change the window:
- Open the Settings tab on the event page.
- Enter a date and time in Uploads open and Uploads close. The closing time must be after the opening time.
- Click Save.
Before the window opens, the guest page shows the date uploads open. After it ends, the page shows "The upload period has ended. You can still see your uploads." While the window is closed, guests can still view and download what they uploaded earlier.
Period and extension
The archive period starts on the event date and lasts 90 days. If you open the event after the event date, the period starts at the moment of opening. The end date is shown at the top of the event page and in the Archive ends field of the Plan and duration card. Changing the event date of an open event does not change the archive period.
To extend the period, use Extend by 90 days on the Plan and duration card. The extension costs 15 credits for every started 50 GB used in the archive; an empty archive still costs at least 15 credits. For example, extending an archive with 120 GB used by 90 days costs 45 credits. The total period cannot exceed 12 months from the start; when the limit is reached, the button is replaced by the note "An archive is kept for at most 12 months."
You get a panel notification 14 days and 3 days before the end, and again when the archive closes. When the period ends, the event moves to Expired and the guest page closes.
Guest files are deleted from storage 7 days after the archive ends. Download the files or extend the period before it runs out. See Privacy, retention and deletion.
Event settings
All settings are on the Settings tab of the event page. Changes apply when you click Save.
| Setting | What it does |
|---|---|
| Event name, Hosts, Event date | The details shown on the cover of the guest page |
| What can guests leave? | Turns Photos, Videos, Written wishes and Voice wishes on or off separately |
| Guest sign-in | Email and Guest sign-in are always on |
| Guests can message the studio | Adds the "Message studio" tab to the guest page; off by default |
| Guests can order prints | Lets guests order prints from photos; off by default |
| Gallery | Private: guests see only their own uploads. Public: approved content is visible to all guests |
| Publishing | Publish instantly, or Publish after my approval |
| Thank-you note | A note of up to 1000 characters shown on the guest page |
| Limit per guest (GB) | The total space one guest can upload; 5 GB by default, or Unlimited |
| Color | The accent colour of the guest page and the slideshow |
Events with Find with selfie also show a Professional photos box. There you choose whether guests can share and whether they can download studio photos; both are off by default.
How the gallery and publishing settings affect content is covered in Moderation and content reports, messaging in Messaging, and print orders in Print orders.
Adding and removing features
The Features row on the Plan and duration card shows the features that are on for the event. On a draft event you can add and remove features; at least one must remain. On an open event you can only add features, not remove them. If you add a digital archive to an open event, the opening cost of the size you choose is deducted.
Closing and deleting an event
Today the panel has no button that closes, archives or deletes an event by hand. An event moves to Expired by itself when the archive ends.
If you want to stop new uploads before the event ends, bring the Uploads close date forward. Individual items can be hidden or deleted on the Content tab.