Event Settings — Schedule
Learn how to schedule an event, understand its lifecycle, and know when guests can access PixCrowd features.
In PixCrowd Hub: Select an event → Settings → Schedule.
Overview
Every new event begins in Preview mode. You can prepare and test the event before using an Event Pass. Scheduling is the only lifecycle change an organizer makes manually. PixCrowd handles all other state transitions automatically.
The Schedule tab shows the event's current state, scheduled date and time, registration window, guest operating window, and any available date-change action.
Event lifecycle
| State | How it begins | What it means |
|---|---|---|
| Preview | Automatically when an event is created | Limited setup and testing without spending an Event Pass. An unscheduled Preview event is automatically archived after 30 days. |
| Scheduled | The organizer schedules the event | Consumes one Event Pass and establishes the event's operating window. The organizer can choose any future date and time. |
| Live | Automatically 24 hours before the scheduled start | The event's full operating window begins. |
| Ended | Automatically 72 hours after the scheduled start | The operating window closes. |
| Archived | Automatically when the applicable retention period ends | A Preview event archives after 30 days if it was never scheduled; a scheduled event archives according to its plan's retention policy. |
Important: There is no Expired state. Organizers cannot manually switch events to Preview, Live, Ended, or Archived.
Preview mode
Preview lets you configure and try your event before committing an Event Pass.
- Up to 10 uploaded photos are allowed during Preview.
- Collect, Capture, and Wall offer limited functionality until the Preview photo limit is reached. They display a Preview-limit message when that limit is reached.
- Announcements and Quizzes are unavailable in Preview.
- Preview does not consume an Event Pass.
- An event may remain in Preview for 30 days. If it has not been scheduled by then, PixCrowd automatically archives it.
To unlock the scheduled event experience, schedule the event using an available Event Pass.
Schedule an event
- Open the event in PixCrowd Hub.
- Go to Settings → Schedule.
- Use the available scheduling or date-selection control to choose a future date and time.
- Review the scheduled date and the access windows shown on screen.
- Confirm scheduling when prompted.
Scheduling consumes one Event Pass. The scheduled start date and time determine when the event becomes Live and Ended.
Change an event date
The Schedule tab may display Change date. Whether changing a date requires another Event Pass depends on the event's timing and the rules displayed in Hub. In the example shown, the event has already opened and the interface warns that scheduling it again would use another pass. Read the on-screen notice before confirming a change.
Understand the access windows
The scheduled start date and time is the reference for the following windows.
| Access or feature | Starts | Ends |
|---|---|---|
| RSVP (Yes / No / Maybe) | 90 days before the scheduled start | When the event becomes Live (24 hours before the scheduled start) |
| Guest registration | 90 days before the scheduled start | 72 hours after the scheduled start |
| Live operating window | 24 hours before the scheduled start | 72 hours after the scheduled start |
The Schedule tab calls the broader registration window Open to guest registration and the operating window Open to guests. These are not the same as the RSVP response window.
Example: If an event is scheduled for October 19 at 4:00 PM, it automatically becomes Live on October 18 at 4:00 PM and Ended on October 22 at 4:00 PM.
What happens when an event goes Live?
When the scheduled start is 24 hours away, PixCrowd automatically changes the event to Live. Enabled event features, including Collect uploads, Capture Stations, and Wall Displays, operate during the event's live window. Announcements and Quizzes are no longer restricted by Preview mode, subject to their normal setup and availability.
What happens when an event ends?
At 72 hours after the scheduled start, PixCrowd automatically changes the event to Ended. The live operating window closes, so live uploads, Capture, and Wall operation are no longer available as they were during the event.
The event is not immediately archived simply because it ended. PixCrowd archives it automatically according to the applicable plan's retention policy. Retention and content availability depend on that policy.
Live Preview and event link
The right side of the Settings page includes tools that are also visible on the Schedule tab:
- Live Preview: Switch between Collect, Capture, and Wall to inspect how the current event theme looks on each experience.
- Collect — guest page: Scan the QR code or use the standard event link to open the guest experience.
- Copy: Copies the event URL for sharing. During the RSVP window, guests opening the standard event link can use the RSVP form.
The preview shows the visual design; it does not change the event's lifecycle state or override access windows.
Frequently asked questions
Does creating an event use an Event Pass?
No. Creating an event puts it in Preview mode. An Event Pass is consumed when you schedule the event.
Can I keep an event in Preview indefinitely?
No. An event that remains unscheduled for 30 days is automatically archived.
How many photos can I upload in Preview?
Up to 10 photos. Collect, Capture, and Wall have limited Preview functionality, and a Preview message appears when the limit is reached.
Can I use Announcements or Quizzes in Preview?
No. Both are unavailable in Preview mode.
Do I need to manually start or end the event?
No. PixCrowd automatically switches it to Live 24 hours before the scheduled start and Ended 72 hours after the scheduled start.
When can guests RSVP?
From 90 days before the scheduled start until the event becomes Live. Guests can choose Yes, No, or Maybe.
Is Ended the same as Archived?
No. Ended means the live operating window has closed. Archived is assigned later, automatically, according to the event's retention policy.
Related help
PixCrowd Hub Help — Event Settings / Schedule