Event Cutoffs

You can configure event cutoffs to prevent roles and/or users from performing certain actions when an event is at a certain status or within a certain date range. Actions you can limit with cutoffs:

  • Add, edit and delete functions
  • Add, edit and delete purchase orders
  • Add, edit and delete service orders
  • Add, edit and delete service order items
  • Add, edit and delete registration orders
  • Add, edit and delete registration order items
  • Add deposit transactions to any order
  • Add payments to any order
  • Invoice orders
  • Edit floor plans

You can create event cutoffs to add to events automatically based on the event type or you can create cutoffs for each event independently.

Event Cutoffs

You can create event cutoffs to add to events automatically based on the event type.

  • The event cutoff defaults based on the event type assigned to an event.
  • Any events already assigned an event type are not updated automatically with any newly added event cutoffs.
  • If an event has no type assigned and a type is assigned that has cutoffs, the cutoffs are added to the event.
  • If an event already has cutoffs and a type is assigned or the type is changed, even if the new type has cutoffs associated with, the existing cutoffs remain and no new cutoffs are added.
  • If an event has cutoffs assigned and those cutoffs are deleted, if the event is assigned a type with cutoffs, those cutoffs are not added to the event.
  • Once cutoffs are added to an event, if the event's dates change or the event is moved, the cutoff dates are not automatically updated. 

Add an Event Cutoff

You can create cutoffs based on event dates (Time-Based) or event status (Status-Based). If a cutoff is Status-Based, no date ranges are applicable. If a cutoff is Time-Based, no status selections are applicable.

  1. Click the Event Cutoffs link from the Main Menu. The Cutoffs page opens.
  2. Click the Add button. The Add Cutoff  window opens.
  3. Enter the necessary information:
    • Type - Action restricted with the cutoff.
    • Event/Job Type - Event type the cutoff applies to.
    • Control - Determines if the cutoff is based on date/time(Time-Based) or based on the event status (Status-Based). 
    • Allow Resource - If checked, the cutoff applies to only certain resources. Only available if using service order item or registration order item cutoffs. If checked and no resource is selected in the Resource field, then no cutoff is applied to any resources.
    • Resource - Resource the cutoff applies to, including adding, editing and deleting the resource.  
  4. Select the Cutoff Details tab.
  5. Click the Add button. The Add Cutoff Detail window opens.
  6. Enter the necessary information:
    • User/Role - Role or user the cutoff applies to.
    • Status Level - Status to use for the cutoff. This allows a role/user to perform an action up to the selected status. Only available if Status-Based is selected in step 3. 
    • Start Days - Number of days prior (negative value) or after (positive value) the event start date the cutoff begins. Only applicable to Time-Based cutoffs.
    • Start Hours - Number of hours prior (negative value) or after (positive value) the event start time the cutoff begins. Only applicable to Time-Based cutoffs.
    • End Days - Number of days prior (negative value) or after (positive value) the event end date the cutoff begins. Only applicable to Time-Based cutoffs.
    • End Hours - Number of hours prior (negative value) or after (positive value) the event end time the cutoff begins. Only applicable to Time-Based cutoffs.
    • Use Range - Determines if the cutoff uses a date/time or status range. The resulting behavior depends on if the cutoff is Time-Based or Status-Based.
      • Time-Based Cutoffs:
        • Use Range is checked - The cutoff is enforced only within the specified date and time range. 
        • Use Range is unchecked - The cutoff is enforced after the start date/time. There is no end date/time for the cutoff.
      • Status-Based Cutoffs:
        • Use Range is checked - The cutoff is enforced when the status of the event is at a status above the status selected in the Status Level drop-down. For example, you create a cutoff for adding service orders. You set the Cutoff Status Level to 29. The event you are working with has a status of 30. Any role/user assigned to the cutoff cannot place orders for this event. If you lower the event status to 25, then the roles/users can place orders for the event.     
        • Use Range is not checked - The cutoff is enforced only when the status of the event as at the status selected in the Status Level drop-down. For example, you create a cutoff for adding service orders. You set the Cutoff Status Level to 29. The event you are working with has a status of 30. Any role/user assigned to the cutoff cannot place orders for this event. If you lower the event status to 29, then the roles/users can place orders for the event. If you change the event status to 28, then the roles/users cannot place orders for the event.        
  7. Click OK. 
  8. Repeat steps 5 - 7 to enter additional cutoffs.
  9. Click OK.

Copy Event Cutoffs

You can copy cutoffs to more quickly create new cutoffs. 

  1. Click the Event Cutoffs link from the Main Menu. The Cutoffs page opens.
  2. Select the cutoff you want to copy.
  3. Right-click and select Copy Cutoff. The Copy Cutoff window opens.
  4. Enter the necessary information:
    • Type - Action restricted with the cutoff.
    • Control - Determines if the cutoff is based on time (Time-Based) or based on the event status (Status-Based).
    • Event/Job Type - Event type the cutoff applies to.
  5. Click OK.

Change an Event Cutoff 

You can change the information for an event cutoff after you have created it. When you change the information for an event cutoff, it does not update the event cutoffs already added to events. The new information is used only when the event cutoff is added to any new events.

  1. Click the Event Cutoffs link from the Main Menu. The Cutoffs page opens.
  2. Select the cutoff you want to update.
  3. Right-click and select Edit. The Edit Cutoff window opens.
  4. Make the necessary updates.
  5. Click OK.

Delete an Event Cutoff

If you no longer need an event cutoff, you can delete it. When you delete an event cutoff, it does not remove the event cutoff from events it was already added to. You cannot undo the delete process.

  1. Click the Event Cutoffs link from the Main Menu. The Cutoffs page opens.
  2. Select the cutoff you want to delete.
  3. Right-click and select Mark for Delete.
  4. Click the Save button.

Event Cutoffs For Each Event

You can also add event cutoffs to each event individually. Once cutoffs are added to an event, if the event's dates change or the event is moved, the cutoff dates are not automatically updated.

Individual event cutoffs require cutoff dates, regardless of the Control value (Time-Based or Status-Based) selected. 

Add an Individual Event Cutoff 

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event that needs the cutoff(s) configured.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Cutoffs tab. 
  5. Click the Add button. The Add Cutoff window opens.
  6. Enter the necessary information:
    • Cutoff Type - Action restricted with the cutoff.
    • Allow Resource - If checked, the cutoff applies to only certain resources. Only available if using service order item or registration order item cutoffs. If checked and no resource is selected in the Resource field, then no cutoff is applied to any resources.
    • Resource - Resource the cutoff applies to, including adding, editing and deleting the resource.  
  7. Expand the Cutoff Details section.
  8. Click the Add button. The Add Cutoff Detail window opens.
  9. Enter the necessary information:
    • User/Role - Role or user the cutoff applies to.
    • Cutoff Start Date/Time - Start date and time for the cutoff.
    • Cutoff End Date/Time - End date and time for the cutoff.
    • Cutoff Status Level - Status to use for the cutoff. This allows a role/user to perform an action up to the selected status. 
    • Use Range - Determines if the cutoff uses a date/time or status range. The resulting behavior depends on if the cutoff is Time-Based or Status-Based.
      • Time-Based Cutoffs:
        • Use Range is checked - The cutoff is enforced only within the specified date and time range. 
        • Use Range is unchecked - The cutoff is enforced after the start date/time. There is no end date/time for the cutoff.
      • Status-Based Cutoffs:
        • Use Range is checked - The cutoff is enforced when the status of the event is at a status above the status selected in the Status Level drop-down. For example, you create a cutoff for adding service orders. You set the Cutoff Status Level to 29. The event you are working with has a status of 30. Any role/user assigned to the cutoff cannot place orders for this event. If you lower the event status to 25, then the roles/users can place orders for the event.     
        • Use Range is not checked - The cutoff is enforced only when the status of the event as at the status selected in the Status Level drop-down. For example, you create a cutoff for adding service orders. You set the Cutoff Status Level to 29. The event you are working with has a status of 30. Any role/user assigned to the cutoff cannot place orders for this event. If you lower the event status to 29, then the roles/users can place orders for the event. If you change the event status to 28, then the roles/users cannot place orders for the event.     
  10. Click OK. 
  11. Repeat steps 5 - 7 to enter additional cutoffs.
  12. Click OK.

Change an Individual Event Cutoff 

You can change the information for an event cutoff after you have created it. 

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event that needs the cutoff(s) configured.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Cutoffs tab. 
  5. Select the cutoff you want to update.
  6. Right-click and select Edit. The Edit Cutoff window opens.
  7. Make the necessary updates.
  8. Click OK.

Delete an Individual Event Cutoff

If you no longer need an event cutoff, you can delete it. You cannot undo the delete process.

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event that needs the cutoff(s) configured.
  3. Right-click and select Edit -> Edit. The Edit Event window opens.
  4. Select the Cutoffs tab. 
  5. Select the cutoff you want to delete.
  6. Right-click and select Mark for Delete.
  7. Click the Save button.

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Comments

9 comments

Date Votes
  • Sean Tame

    I was hoping you could clarify something for me.  I know this functionality was developed for a specific customer who had a specific requirement but I am yet to be able to practically use the Event Cut-offs despite trying for many years.

    The scenario that ALL organisations I have worked with has is as follows - and I would like to know if we can achieve it.

    1) Replicate the applicable business rules in the UB Cutoff Master.  Rules include items such as "User Role X cannot add service orders more than 3 days after the event move out date".  "User Role Y cannot edit the function scripting for an event that has a 'Settled' status."

    I am not sure the relationship between the Cut-off master and the Event Cut-off window.

    I am not sure of the requirement to specify cut-offs by event type.

    Your assistance is appreciated.

    0 upvotes

  • Maggie U.


    Hi Sean,

    In the Event Cutoff Master, you can configure event cutoffs based on the type assigned to an event…basically an event cutoff “template” by event type if you will.  You can configure which roles the cutoffs apply to along with any status or date offset values for the cutoff.  Note that the date offset values configured in the Event Cutoff Master are used against the event start and end dates and times.  As to why they must be set up against a Type, I don’t have that answer for you.  This feature was originally added in 2004 and although I found a lot of the original documentation, I wasn’t able to locate the reasoning behind the Type being necessary.

    Once you have set up the Event Cutoff Master with your desired cutoffs, when an event with the type specified for the cutoff is added, then cutoffs in the Event Cutoff Master are automatically added to the event for you.  If any date or time offsets were configured, then the dates and times are updated to the appropriate value based on the offset.   Everything else comes over as is – the roles assigned, status assigned, etc. 

    Event Cutoffs can also be configured one off for an event so use of the Event Cutoff Master isn’t required.  You can also copy cutoffs when you copy an event so similar events can have the cutoffs brought over if needed.

    For the scenarios you describe, if they aren’t linked to an event type, then you wouldn’t be able to utilize the Event Cutoff Master but they both could be configured one off for an event.  You’d just need to update the dates to what you need and set the status to what you need.

    Thanks,
    Maggie

     

    0 upvotes

  • Sean Tame

    Thanks Maggie, this is awesome.  I am going to ask (again) if this feature can be opened up to Categories and Classes as well as event types.  Also, the ability to copy cutoffs would be great and the ability to specify cutoffs for Forecast Orders.  (I think that's it!)

    1 upvotes

  • Permanently deleted user

    Hello,

    Can event cutoffs be used to prevent an event/job being added to a purchase order?

    Thanks,
    Adriana

     

    0 upvotes

  • Maggie U.

    Hi Adriana,

    Yes, you can use cutoffs to prevent adding an event to a purchase order. If you attempt to assign the event on the Add/Edit Purchase Order screen, you receive a warning when you try to save that you are restricted by event cutoff security: Adding Purchase Orders.

    Thanks!

    Maggie

    0 upvotes

  • Permanently deleted user

    Amazing, thanks, Maggie!

    0 upvotes

  • Gavin Gilmartin

    Can you remove event cutoffs that have been automatically assigned across multiple events?

    0 upvotes

  • Carolynn Williston

    Hello Gavin,

    At this time, there is no way to edit multiple events to affect their Event Cutoffs. If this is a feature you are interested in, I encourage you to enter it as a product idea. This can be done by going to the Support Center, Community section. Then click Product Ideas, Venue Product Ideas, and make a new post.

    Have a great day!

    Carolynn

    0 upvotes

  • Lydia Ianni

    Hi! I've very new to the EBMS platform but am taking over some duties while my co-worker is out of the office few months. We have an Event every year that grants participants access to videos after they have purchased access. The recorded event takes place in November and we grant access to subscribers starting then, through the end of May the next year. From my understanding from speaking internally, the system does not allow purchases/revenue in one year for an event from the previous year. In other words, if you purchase access in January 2023, it falls under the 2023 Event, not the 2022 Event. 

    We have a participant this year who is trying to sign up for the latest 2023 videos, however, it looks like she purchased access to last year's 2022 videos in January of 2023. It seems, as a result, that the system has said that she has already purchased 2023 and therefore cannot purchase it again. She doesn't actually have access to the 2023 videos, nor is she able to make payment. 

    This is my best understanding of the situation from my limited experience. I find it difficult to believe there hasn't been someone who has fallen into this situation before as from my understanding we do this every year, but as my co-worker is currently out of the office and unreachable, I don't have much way to verify this. I'm not sure what the solution could be for this. As a temporary solution, I'm trying to see if this person will use a different email, which seems like the only easy solution, but I'm concerned that this situation may happen again with other potential customers. 

    0 upvotes

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