Gathering Statuses and Lifecycle
Gatherings move through a series of statuses as they progress from initial planning to completion. Each status signals a different phase of the planning process.
Status overview
| Status | Meaning | Who can see it |
|---|---|---|
| Draft | Initial setup; the gathering is being configured | Admins and editors only |
| Planning | Active planning phase; forms and tools are being set up | Admins and editors only |
| Published | The gathering is live and accepting registrations | Everyone (public) |
| Archived | The gathering is complete or cancelled | Admins only |
Changing status
- Open the gathering's Overview tab
- Click the Change Status quick action button
- Select the new status from the dropdown
- Confirm the change
Typical lifecycle
- Create in Draft: set up the basic details, venue, and organiser team
- Move to Planning: start building out forms, checklists, kanban boards, and wiki pages
- Move to Published: the gathering appears publicly; registration opens (if a registration form is set up)
- Move to Archived: after the gathering is complete; all data is preserved for reference
Tips
- You can move backwards (e.g. Published back to Planning) if you need to make changes before going live again
- Archiving doesn't delete anything; it simply hides the gathering from public view and moves it to the archived list
- Use the Show Archived button on the Gatherings list page to view past gatherings
- The gathering list page shows status as a coloured badge: orange for Draft, blue for Planning, green for Published