Skip to main content
SStandShare

Event and Settlement Statuses

Events and their associated settlements each follow a defined lifecycle. Understanding these statuses helps you know where an event stands at a glance and when financial data becomes final.

Event Display Statuses​

StandShare computes each event's display status automatically based on the event's date, settlement state, and cancellation record. Admins do not manually set or advance event statuses — the system updates them as facts change.

info

If you used StandShare before spring 2026, you may remember setting event status manually. That workflow is gone. The labels you see — Upcoming, Active, Completed, Settled, Cancelled — are now computed for you and always reflect the current state of the event.

StatusWhen it appears
UpcomingThe event date is in the future and the event has not been cancelled.
ActiveThe event date is today, the event has not been cancelled, and settlement has not been committed.
CompletedThe event date has passed, the event has not been cancelled, and settlement has not been committed.
SettledSettlement has been committed. This is a terminal state — the event will always show Settled from this point.
CancelledAn admin has soft-cancelled the event. Cancelled events remain visible for records but are excluded from active workflows. See Cancel an Event.

How Status Changes Over Time​

Because the status is derived from the event date, it updates without any action from you:

  • An event you create today for next Saturday shows Upcoming immediately.
  • On the day of the event, it flips to Active automatically.
  • The morning after the event, it shows Completed — ready for stand data entry and settlement.
  • After you commit settlement, it becomes Settled and stays that way.

Historical events retain the same display labels they showed under the old system. The change is behind the scenes — users see the same status names they always have.

warning

Cancelling an event does not delete it. Deleted events disappear from all views. Cancelled events remain visible, are clearly marked, and preserve the full audit trail. See Cancel an Event for the difference.

Settlement Statuses (on Event)​

Each event also tracks a separate settlement status that indicates where it stands in the settlement workflow. Unlike the display status above, settlement statuses are stored values that advance as admins take action.

StatusDescriptionAllowed Transitions
UpcomingNo settlement work has begun. The event has not yet reached Completed status or settlement has not been initiated.Upcoming → Active
ActiveSettlement data entry is in progress. Commission figures and manual inputs are being entered.Active → Completed
CompletedAll settlement data has been entered and reviewed. Ready for final commit.Completed → Settlement in Progress
Settlement in ProgressThe system is processing the settlement — calculating deductions, creating transactions, and updating balances.Settlement in Progress → Settled, Settlement in Progress → Settlement Failed
SettledSettlement has been successfully committed. All transactions have been created and balances updated.None (terminal state)
Settlement FailedThe settlement process encountered an error and did not complete. Data can be corrected and the settlement retried.Settlement Failed → Active

Settlement Status Flow​

Upcoming → Active → Completed → Settlement in Progress → Settled
                                          |
                                          ↓
                                   Settlement Failed → Active

Registration Statuses (Worker Assignments)​

For cross-org collaboration assignments, the following registration statuses govern whether a worker can actually show up.

StatusMeaning
ConfirmedWorker is registered and all gates have been cleared. Normal active state.
WaitlistedWorker is queued behind confirmed workers. Auto-promoted when a spot opens (if the waitlist is enabled).
Pending documentsWorker has worker-level document requirements outstanding on a cross-org collaboration. The assignment exists but is gated until every required document has a signed copy. See Assign Cross-Org Workers.
CancelledWorker is no longer registered. Not counted as signed up on family cards or filter tabs.
No showWorker did not attend. Not counted as signed up on family cards or filter tabs.

Collaboration-level documentation gates can also block new assignments entirely. A host org can require a one-time org acknowledgment before any partner-org worker is assignable. Until an admin of the partner org acknowledges, new assignment attempts are blocked and no record is created.

Settlement Run Statuses​

Individual settlement runs (the actual execution records) have their own status:

StatusDescription
In ProgressThe settlement run is actively being computed or awaiting final commit.
SettledThe run completed successfully. Transactions have been applied.
FailedThe run encountered an error. No transactions were applied.

Key Rules​

  1. Event display status is computed, not set. Admins cannot manually move an event between Upcoming, Active, Completed, or Settled. The system derives the correct label from the event date and settlement state.
  2. Cancellation is a separate action. Cancelling an event sets a cancellation record on the event. The display status changes to Cancelled regardless of the event date. See Cancel an Event.
  3. Financial data is immutable after settlement. Once an event reaches Settled status, the associated transactions cannot be edited. Corrections require a formal settlement reversal, which returns the settlement status to Active.
  4. Settlement requires a Completed display status. You cannot begin settling an event that is still Upcoming or Active.
  5. Settlement template must be assigned. An event must have a settlement template assigned before the settlement process can begin.
  6. Worker attendance affects calculations. Only workers with "Attended" status are included in per-worker calculations during settlement.

Next Steps​