Events change. Times shift, locations swap, audiences expand. PortalHQ lets you edit any field on an event, but some changes are significant enough to need fresh approval.
Who can edit
- Event owner and co-owner — always.
- Approvers — anyone in an approval group on the event’s chain. Approvers normally edit only after the request lands with them. Substantive edits should go back to the owner via the More info or Propose new date action.
- Calendar admins — staff with the calendar admin permission can edit any event.
Edits that don’t require re-approval
Most fields can be changed on an approved event without re-triggering the workflow:
- Description.
- Faculty, web link, attachments.
- Catering, ICT and maintenance requirements.
- Additional staff.
- Custom fields.
- Permission note information.
These edits are recorded in the event history but don’t change the event status.
Edits that do trigger re-approval
Two changes send the event back to Draft automatically:
- Changing the start date or start time.
- Changing the recurrence rule.
When this happens you’ll see a warning on the form. After you save, the event status becomes Draft and you need to submit it again — see Submitting an event for approval.
Rescheduling a single occurrence
For a recurring event, you can reschedule one occurrence without sending the whole series back to approval:
- Open the calendar and click the occurrence.
- Choose Edit this occurrence.
- Change the start and end times.
- Save.
The occurrence keeps a reference to its original date so the change is visible in the history.
Resending after a decline or send-back
When an event has been declined, sent back for More info, or had a new date proposed, the status returns to Draft. The approval trail shows the approver’s note.
To respond:
- Open the event.
- Address the feedback (edit the event, change the date, swap the staff — whatever was asked).
- Choose Resend for approval.
The workflow restarts from the first approval group. Each group can see the full prior trail, including the original decline note, so they have context.
Cancelling instead of editing
If the event can’t go ahead at all, cancel it rather than editing — see Cancelling events and occurrences. Cancellation keeps the record on the calendar so people who had planned around the event can see it was withdrawn.
A few practical tips
- If you’re making a lot of changes to an approved event, do them all before resaving so the event only bounces back to Draft once.
- If you’re moving an event a long way (e.g. weeks), it’s worth telling the approvers directly that it’s coming back to them — the workflow does send notifications, but a heads-up helps.
- Use Owner comments to leave a brief note on what changed and why. Approvers see this in the trail.