Create an event

Purpose

Take an event from a blank form to live, and know which path — free or ticketed — it follows.

Before you start

An organization to create it under (see Getting started).
The role and permission you need: event.create to start one; event.publish to publish a free event yourself, or event.update to submit a ticketed one for review.
For a ticketed event: Sotillion must have linked and verified a payout account for your organization (see Payouts) before it can be submitted for review.

Steps

On Events (/events), press New event, which opens /events/new. Pick Free event or Ticketed, then Continue. This choice only steers the form — it saves nothing. Whether the event is actually free or ticketed is decided later by whether any ticket tier is priced above ₹0.
Fill in the basics (title, description, category, start/end time, online link or venue, the refund window in hours before the start — 48 is the default) and press Continue to tickets. The event is created as DRAFT.
On the event screen (/events/event?id=…), add at least one ticket tier under Tickets (see Ticket types). A tier priced at ₹0 keeps the event free; anything above ₹0 makes it ticketed.
Under Review & submit, a checklist shows what's outstanding (payout account verified, a venue or joining link set). When it's clear:

Free event: press Publish now. The event moves DRAFT → PUBLISHED immediately — no review.
Ticketed event: press Submit for review. The event moves DRAFT → IN_REVIEW and waits for the Sotillion team.

If the Sotillion team approves, the event moves IN_REVIEW → PUBLISHED and goes live. If they send it back, it moves IN_REVIEW → DRAFT with a note ("Sent back by the Sotillion team") — fix what it asks for and submit again.
Once published, you can still add ticket tiers and edit most details. Some fields lock once a tier has sold tickets (see Ticket types).

Decision guide

Situation	Do
Every tier is ₹0	Publish immediately — no staff review.
Any tier costs money	Submit for review; expect the Sotillion team to check it before it goes live.
Payout account not yet verified	You cannot submit a ticketed event for review. Publishing is blocked until Sotillion finance clears your organization's payout account (see Payouts).
Event was sent back to DRAFT with a note	Read the note on the event screen, fix it, and submit again — the same event, not a new one.
You need to cancel a published event	Use the cancel action on the event screen. This is a one-way move (`PUBLISHED → CANCELLED`): every issued ticket is refunded in full automatically, and a cancelled event cannot be edited or brought back.

Escalate when

Your ticketed event has been IN_REVIEW for an unusually long time — there is no in-app support case system for organizers yet. Use the contact channel Sotillion gave you directly.
The checklist says your payout account isn't verified but you believe it should be — same escalation path; this is finance staff's call, not something you can fix from Event Admin.

Decision reference (event states)

DRAFT → IN_REVIEW → PUBLISHED, plus PUBLISHED → CANCELLED or → COMPLETED (set automatically once the event ends), and COMPLETED → ARCHIVED 30 days later. Every other move is refused. CANCELLED and ARCHIVED are final — nothing un-cancels or un-archives an event.

Record

Cancelling an event: audit label event.cancel, written by the server, with the refund impact.
Creating, editing, submitting and publishing an event write no separate audit row beyond the event's own state — the event's history (state and timestamps) is the record.
Keep your own note of why you cancelled an event or what a review rejection asked for; that context lives in your own records, not in anything you can browse from Event Admin.