Archiving Weddings
How a wedding leaves your active list, and what happens to it afterwards.
There is no archive button. A wedding leaves your active list when its status changes, and the Weddings page sorts itself out from there.
How it works
A wedding has one of four statuses: Pending, Confirmed, Completed or Cancelled.
The Weddings page has two views:
- Upcoming — everything that is Pending or Confirmed
- Archived — everything that is Completed or Cancelled
So "archiving" is setting the status to Completed or Cancelled, and "restoring" is setting it back. Nothing is hidden, moved or deleted; the two views are the same table filtered by status.
Changing the status
Open the wedding and change its status from the header, or change it from the row on the Weddings list. Use:
- Completed once the event has happened
- Cancelled if it is not going ahead
Before you mark one Completed
The wedding is easier to finish while it is still in front of you:
- Collect the final payment, and settle anything on the invoice
- Work through the Post-Event tab — overages, damages and credits, and the review request
- Send the thank-you email while it is still true
Before you mark one Cancelled
- Void or refund the outstanding invoices; the status change does not touch them
- Deal with the contract on its own terms
- Release the date on the calendar if you want to sell it again
None of these happen automatically. Changing the status changes the status.
What stays
Everything. An archived wedding opens exactly as it did — contacts, tasks, timeline, guests, invoices, contracts, documents and its history log are all intact, and you can still edit them.
What archiving changes elsewhere
- The dashboard counts — Upcoming, This Month and Next Wedding all skip Completed and Cancelled weddings.
- Reports — the seasonal and package-mix analyses count Confirmed and Completed weddings only. Cancelled weddings are left out of those, deliberately: a cancelled booking is not a season's worth of demand.
Practical use
- Do not archive early. A Completed wedding drops out of your upcoming counts, which is exactly wrong while you are still chasing a final payment.
- Do archive promptly once it is genuinely done, so the list you look at every morning is the list that needs you.
- Use Cancelled rather than deleting. A cancelled wedding still tells you the date was held and why it went, and deleting the record loses the lot.
Frequently Asked Questions
Can I get a wedding back? Yes. Set the status to Pending or Confirmed and it returns to Upcoming.
Does archiving free up the date? No. If you want the date sellable again, release it on the calendar yourself.
Are cancelled weddings in my reports? Not in the seasonal or package-mix analyses, which look at Confirmed and Completed only.
Still stuck? A person reads every email.
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