Cancel events and inform registered participants

This guide explains how to cancel events and inform registered participants.

It includes the following three steps:

Mark the event as “Cancelled” on your website
Close the registration form to prevent further sign-ups
Notify the people who have already registered

1. Mark the event as “Cancelled” on your website

Go to the calendar and open the event you wish to cancel. Edit the title to include "Cancelled" (or something similar), so it’s clearly visible to visitors on your website.
If the event is also internally managed in ChurchDesk, we recommend clicking “Save and notify” so that all assigned ChurchDesk users are automatically informed.
External participants will not be notified automatically – you’ll need to contact them separately (see step 3).

2. Close the registration form

To prevent new registrations for the cancelled event, you should close the associated form:

Go to Forms
Click “Actions” next to the relevant form
Select “Close form”

Once the form is closed, a red message will appear on your website for all connected events – including any part of a series – indicating that the form is no longer available.

3. Notify registered participants

People who already signed up will not receive an automatic message. However, you can create a recipient list from the form responses and send a message to everyone:

Go to Closed forms
Click “Actions” > “View responses”
Click the blue button “Create list”
Name the list and click the green “Save list” button
Now click the “Message” button to send an email to everyone on that list

This way, you can reach all registered participants with one group message – each email will be sent individually.

Updated on: 13/05/2025