VendorHearth Pro can automatically archive eligible events after their event date has passed.
This helps keep your active event list focused on current and upcoming events while preserving information from completed events.
What Does Archiving an Event Mean? #
Archiving removes an event from the normal active-event workflow without treating its historical information as disposable.
A completed event may still contain important records related to:
- Vendor applications
- Vendor participation
- Payments
- Agreement acceptances
- Documents
- Booth assignments
- Communications
- Event operations
- Check-in activity
Archiving allows that history to remain associated with the event while keeping completed events separate from current ones.
How Automatic Archiving Works #
VendorHearth uses the event date to identify events that are eligible to be archived.
After an eligible event has passed, VendorHearth’s scheduled automation can move it into archived status.
This process relies on WordPress scheduled tasks.
You do not need to manually archive every completed event when automatic archiving is operating normally.
TBA Events Are Not Automatically Archived #
Events marked TBA do not have a confirmed date.
Because VendorHearth has no date to use when determining whether the event has passed, TBA events are excluded from automatic past-event archiving.
Once a real date is assigned, the event can participate in normal date-based processing.
Does Archiving Delete the Event? #
No.
Archiving and deleting are different actions.
Archiving is intended to preserve the event and its associated history while removing it from the normal active-event workflow.
This makes archiving the preferred option for completed events whose records may still be needed.
What Happens to Vendor Records? #
Archiving an event does not delete the vendors who participated in it.
Vendor business profiles can continue to be used for other VendorHearth events.
The applications and other records associated with the archived event remain part of that event’s history.
What Happens to Payment Records? #
Historical payment records are not erased simply because an event is archived.
Payments remain part of the VendorHearth records associated with the applicable vendor application and event.
Why Didn’t My Event Archive Automatically? #
If a past event remains active when you expected it to archive, check the following:
- Confirm that the event has an actual event date.
- Confirm that the event is not marked TBA.
- Verify that WordPress scheduled tasks are functioning.
- Review VendorHearth Pro → System Readiness.
- Review VendorHearth Pro → System Information for additional environment information.
Automatic archiving depends on VendorHearth’s scheduled processes being able to run.
Can I Still Access Archived Events? #
Archived events remain part of VendorHearth’s historical records.
Use the appropriate archived-event view or filtering option in VendorHearth when you need to review an older event.
Why Archive Instead of Delete? #
For most completed events, archiving is safer than deletion.
An old event can contain records that may be useful later for:
- Reviewing previous vendor participation
- Looking up an old application
- Confirming historical payment information
- Reviewing agreement acceptance
- Checking past booth assignments
- Producing reports
- Resolving questions about a completed event
Archiving keeps that information available without cluttering the active-event workflow.
Automatic Archiving Is a Housekeeping Feature #
Automatic event archiving is designed to help organize VendorHearth after events are completed.
It does not replace your organization’s own record-retention requirements or policies.
Next Step #
Continue to Deleting vs. Archiving an Event to understand the difference between preserving a completed event and permanently removing event information.
