Site Going On Hiatus

What is a Hiatus:

Customer wants to take a planned, extended break from their event.

Why would someone go on Hiatus:

Could be a seasonal shift (most common for summer, especially), they are doing some remodeling/renovations and will not be open, or they are evaluating their event programming for the time being.

How does the process work: 

FIRST: Hiatus Begin Form is filled in (Sam or admin) noting the start of the hiatus, a note (reason for the hiatus provided by customer), and a potential return date (if provided by customer).

THEN:

AirtableHiatus automationStart Notification

1. When the start of hiatus is within 15 days the Hiatus Start Notification automation sends an alert to #existingevents-alerts tagging Brenna and Chuck to alert them of the upcoming change.
2. MaryKate is cc'd on an email sent to the host alerting them of the upcoming hiatus.

Hiatus Start Status Change

When the final show before the hiatus begins has been performed the system takes the following steps

1. Updates the Status of the Schedule to Hiatus, removes the attached host, and changes the Host Changing status to "confirm host returning (from hiatus or long term sub)
2. Sends a Slack message to Sam alerting them that the event has gone on hiatus and nudging them to send the hiatus survey. 
3. Sends a Slack message to #existingevents-alerts tagging theChuck Hostto Managerstop billing, Sam and Brand Engagement DirectorMK to take action onupdate the schedulecalendars, chnage.Marketing
   to update
   socials,
   1. Accountwhat's Personhappening, updatesand the Publicwebsite, Googleand calendar. Host Manager looks for automated emailAV to hostpickup andany manuallyAV updates the Host Calendar for TMC only. Social Media person notes for inclusion in What's Happening (weekly roundup) post and/or same-day posting + inclusion in newsletter the week of the cancellation. equipment.

Reality

CreatesTable aEntries

draft

The forsystem the Hosting Managerneeds to followidentify upand withclear theany hostexisting about the schedule change to confirm availability.

5. Reality Table entries getfor attachedafter the start of the Schedule's hiatus.

   End Events on Schedule Table: When an event is put on hiatus, the information is sent to the Event at timeFont of formReality submission.

where

the Schedule record is updated with an "end after" date. This stops the creation of new future Reality Table entries.

Delete all Reality Table Dates after Final Show: Airtable looks for all Reality Table entries with a date that is greater than the end date identified. It marks them with a "Marked for Deletion" checkbox. This checkbox puts them into a Marked for Deletion view, cueing a Zap to delete the record. This automation split is due to the inability for Airtable automations to delete records, or for Zapier to do an action on a repeated list of records.

What If:

What if they want to run a theme night during the hiatus?