Event Finalization
Event finalization is the final phase of planning events where voting results are converted into a scheduled event. This process transforms your planning event into a regular event with fixed details that participants can accept or decline.
Once finalized, your planning event becomes a regular event with confirmed date, time, and location. All participants are reset to "pending" status and can accept or decline the finalized event.
When Finalization Happens
Automatic Finalization
Some planning events finalize automatically when conditions are met:
Automatically finalize when all participants vote for locations. The location with the most votes wins (ties resolved randomly), and the event is scheduled for your preset date and time.
When date voting produces a clear winner (one option gets the most votes), the system prepares for finalization. However, you still need to set specific start and end times.
Manual Finalization Required
Most planning events require your manual action to complete finalization:
- Voting Ties: When Round 2 voting still results in tied options
- Time Selection: All date voting requires you to choose specific start and end times
- Deadline Passed: When you advance voting after deadlines pass
- Creator Decision: When you manually advance to finalization from any voting round
The Finalization Process
Step 1: Finalization Phase Begins
When your planning event enters finalization, you'll see:
- Status changes to "Finalization" in the event details
- Voting sections become read-only
- Finalization controls appear (only visible to you as creator)
- Notification that voting is complete and your action is needed
Step 2: Make Final Selections
If voting resulted in tied dates, select which date option to use for the final event. You can only choose from the winning options.
Choose the specific time when the event will begin. This must be set even if date voting included time ranges.
Choose when the event will end. The end time must be after the start time on the same day, or you can set a different end date for multi-day events.
Confirm all details including date, times, location, and participant list before finalizing.
Step 3: Confirmation and Completion
Once you confirm finalization, your planning event becomes a regular event and cannot be converted back to planning mode. Make sure all details are correct.
When you tap "Finalize Event":
- The system validates your time selections
- A confirmation dialog shows all final details
- After confirmation, the event transitions to regular event status
- All participants are notified of the finalized event
- You're taken to the regular event details screen
What Happens After Finalization
Event Changes
Participant Status Reset
All participants (including those who voted) are reset to "Pending" status and must now:
- Accept or Decline: Respond to the finalized event invitation
- Update Availability: Their previous votes don't automatically mean acceptance
- Receive Notifications: Get notified about the finalized event details
Voting for a date doesn't guarantee someone can attend the specific finalized time. Participants need to confirm their availability for the exact scheduled event.
Creator Permissions
After finalization, you manage the event like any regular event:
- Edit Event: Modify title, description, date, time, and location
- Manage Participants: Add or remove participants
- Send Reminders: Notify pending participants
- Cancel Event: Delete the entire event if needed
Timezone Handling
All times are stored in UTC and automatically converted to each participant's local timezone for display. Everyone sees the event in their own timezone.
How Timezones Work
- Time Entry: You enter times in your local timezone
- UTC Storage: Times are converted to UTC and stored in the database
- Display: Each participant sees times in their local timezone
- Notifications: Include timezone information for international participants
If your participants are in different timezones, double-check the finalized times make sense for everyone. The app shows timezone warnings during finalization.
Notifications Sent
Finalization Complete
Recipients: All participants + you as creator
Message: "Planning for [Event Title] has been finalized"
Details Include:
- Final date and time in recipient's timezone
- Confirmed location
- Link to accept/decline the finalized event
Location Voting Complete (Date+Location Events)
For events with both date and location voting, participants also receive:
Message: "Location voting for [Event Title] is complete. [Location] won the voting"
Error Prevention
Time Validation
- End After Start: End time must be after start time for same-day events
- Multi-Day Events: You can set different end dates for longer events
- Past Dates: System prevents selecting times in the past
Common Issues
• All date options are in the past
• You're not the event creator
• Event is not in finalization phase
• Required fields are missing
Best Practices
Before Finalizing
- Review Voting Results: Make sure you understand which options won
- Consider Participants: Choose times that work for the most people
- Check Timezones: Verify times work across different timezones
- Plan Buffer Time: Allow adequate time for the event
When Choosing Times
- Specific Times: Be precise - participants need exact times to plan
- Reasonable Duration: Set appropriate start and end times
- Travel Time: Consider if participants need travel time between activities
- Timezone Awareness: For international events, pick times that work globally
After Finalizing
- Monitor Responses: Check who accepts/declines the finalized event
- Send Reminders: Use the reminder feature for pending participants
- Stay Flexible: You can still edit the event if plans need to change
Once finalized, your planning event becomes a regular scheduled event that participants can easily accept or decline. The collaborative planning phase is complete!