Automatic Cleanup
SeeUThere automatically manages and cleans up planning events to keep the system running smoothly. This ensures that stale or expired events don't accumulate while giving you reasonable time to take action.
All cleanup happens automatically through scheduled jobs. You don't need to manually clean up events - the system handles everything based on time-based rules.
Grace Period and Cleanup Rules
10-Day Grace Period
Planning events are automatically cancelled when:
The 10-day grace period gives you plenty of time to extend deadlines, finalize events, or take other actions after voting deadlines pass.
Immediate Cleanup Conditions
Some planning events are cleaned up immediately without the grace period:
- Already finalized events: Planning data is cleaned after successful finalization
- Already cancelled events: Planning data is removed when you cancel manually
- Corrupted data: Events with missing or invalid planning information
- Orphaned records: Planning data without corresponding events
Cleanup Schedule
Daily Planning Cleanup
The planning cleanup system runs automatically every day at 6:00 AM UTC, identifying and canceling planning events that are past the 10-day grace period.
What Happens During Cleanup
Planning Event Cancellation
When a planning event is automatically cancelled:
- Event status changes to "Cancelled"
- Planning status changes to "Cancelled"
- Voting data is cleaned up (votes, options, planning records)
- Notifications are sent to creator and all participants
- Retention date is set for final event deletion
Data Cleanup Order
To prevent database conflicts, cleanup happens in a specific order:
Planning votes and location votes are deleted first since they depend on other records
Date options and location options are removed next
Main planning records are deleted last to maintain data integrity
Notifications and Communication
Auto-Cancellation Notifications
When your planning event is automatically cancelled, you and all participants receive notifications:
Message: Your planning event has been automatically cancelled due to extended inactivity after the voting deadline.
Recipients: Event creator + all participants
No Pre-Cancellation Warnings
The system does not send warning notifications before auto-cancellation. The 10-day grace period is considered sufficient time to take action.
After Auto-Cancellation
When your planning event is automatically cancelled:
- Event visibility: Remains visible in your event history for 7 days
- Complete removal: After 7 days, the event is permanently deleted
- Planning data: All voting data is cleaned up immediately during cancellation
How to Avoid Auto-Cancellation
Preventive Actions
To prevent your planning events from being automatically cancelled:
Specific planning actions reset the cleanup timer and prevent auto-cancellation
Actions That Prevent Cleanup
- Extend Deadline: Add more time for voting (if date options allow)
- Advance to Next Round: Move voting to the next phase
- Finalize Event: Complete the planning process and create the final event
- Manually Cancel: Cancel the event yourself before auto-cancellation
Actions That Don't Prevent Cleanup
• Adding participants to the planning event
• Removing participants from the planning event
• Editing event title or description
• Viewing the event details
You can only extend deadlines if your date options haven't passed yet. If all date options are in the past, the event will be auto-cancelled regardless.
Impact on Participants
Participant Experience
When a planning event is auto-cancelled:
- Voting access: Removed immediately
- Event visibility: Marked as "Cancelled" in their event list
- Notifications: Receive cancellation notification
- Event history: Remains visible for 7 days before deletion
No Credit Impact
Auto-cancellation does not impact credits. The 15 credits charged for creating planning events are not refunded for auto-cancelled events.
Best Practices
For Event Creators
- Monitor deadlines: Keep track of voting deadlines for your planning events
- Take timely action: Don't wait until the last minute to extend or finalize
- Plan realistic deadlines: Give participants adequate time to vote
- Finalize promptly: Complete the planning process when voting is done
Understanding the System
- Grace periods are generous: 10 days provides ample time for action
- Cleanup is protective: Prevents accumulation of stale events
- Only planning actions reset timers: Deadline extensions, advancing rounds, and finalization prevent auto-cancellation
- Communication is automatic: Everyone gets notified of cancellations
Once an event is auto-cancelled, it cannot be restored. Make sure to take action within the 10-day grace period if you want to keep your planning event active.