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Setting Up Auto-Archiving for Events 🗓️

Keep your Haystack calendar accurate and clutter-free by automatically archiving events after they end. ✨

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Why Use Auto-Archiving for Events?

  • Saves Time: Eliminates the need to set calendar reminders to manually take down past events.
  • Keeps Calendars Clean: Prevents employees from getting distracted or confused by past events appearing on active company feeds or calendar views.
  • Improves Search Accuracy: Guarantees that search queries for company gatherings prioritize upcoming events rather than old listings.
  • Preserves Event Records: Moves past event details safely to an admin archive folder without permanently deleting any data.

🔒Permissions Needed: All users in the system can set and edit an auto-archive date on their own posts. Workspace admins and post admins can edit the auto-archive date on all posts in the system. Group owners can edit the auto-archive date on posts in their group if they have post publishing permissions within the group. 

How to Auto-Archive Events During Creation
  1. Choose "Create" in the top of your dashboard panel and then "Create Event" and select which group the event goes in.
  2. Start creating an event as you normally would by entering your title, date, time, location, and description.
  3. Click Continue to move to edit the image, title and content. Once done, select "Continue" in the upper right hand corner.
  4. On the Event Preview Page, locate the Auto-Archive setting in the publishing panel. Select your desired Date and Time for the event to automatically archive. (Tip: We recommend setting this for 24–48 hours after the event ends).
  5. Click Publish your event as usual and it will auto-archive itself!

How to Retroactively Auto-Archive Events 

📌 Note: You need to be either the Event Creator, a Workspace Admin or an Event Admin to do this.

  1. Navigate to the published event you wish to update.
  2. Click the three dots (...) menu icon on the event and select Edit.
  3. Click through the Create Event setup page and the Content page to reach the Event Preview page.
  4. On the Event Preview page, locate the Auto-Archive date picker.
  5. Select or update your desired archive date and time.
  6. Click Save Changes (or Update). Your event will now automatically move to the archives on the newly selected date.

🔄 How to Restore Archived Events

If an event was archived by mistake or you need to reference past event details, you can easily bring it back:

  1. Navigate to your main Haystack Dashboard.
  2. Click the drop-down arrow (˅) next to the Create button at the top of the screen.
  3. Select Archived from the menu to open your archive list.
  4. Choose "Events" from the top options. Filter or scroll to locate the event you wish to restore.
  5. Click the three dots (...) icon on the right side of the item.
  6. Select Restore.

Best Practices for Event Auto-Archiving

  • ⏳ Add a Post-Event Buffer: Set your archive date for 1–2 days after the event finishes. This allows attendees time to log in after the event to access follow-up links, slides, or recap notes.
  • 🛡️ Archiving Is Not Deleting: Rest easy knowing that archiving an event preserves all event details and guest records in your admin archives for future reference.
  • 📅 Make it a Habit: Set the auto-archive date on the Event Preview Page every single time you build a time-bound event so you never have to think about manual cleanup again.

💬 Need More Help?

We're here for you! If you run into any issues or have questions about auto-archiving events:

  • 💬 In-App Support Chat: Click the support icon in the bottom corner of your screen to chat with our team in real time.
  • ✉️ Email Us: Send an email to support@haystackteam.com and we can assist you.

Keywords: auto archive, events, event calendar, content management, archived events, event preview, restore archived content, workspace management, event settings, haystack guides