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Special cases

Pour :Administrateur

This page groups together the less frequent but important situations to know: automatic closings, cancellations, refunds, and the current limits of the module (Hebrew calendar, tourism Shabbat).

Automatic closing (cutoff)​

The Close automatically (hours before start) field on a session allows automatically cutting off registrations and payments X hours before the start date.

How it works​

  • You enter a value in hours (e.g.: 48)
  • 48 hours before the start date, the session becomes inactive on the public side
  • No more visitors can register or pay
  • On the admin side, the session remains accessible (you can consult the registrants, export, communicate)

When to use it​

  • Galas with need to inform the caterer of the exact number of guests (cutoff at 72h)
  • Shabbat where the meal preparation requires a fixed number (cutoff at 24h)
  • Trips or events with complex logistics (cutoff at several days)

When to leave empty​

  • Events open until the last moment (donation collections, free supports)
  • Physical registrations possible on the spot
  • You want to manage the closing manually (by disabling the "Active session" switch)

Cancel a fund​

You can cancel a fund attached to a session without losing the payments already received.

Procedure​

  1. 1

    Open the Funds tab of the session

    On the session sheet, go to the Funds tab.

  2. 2

    Disable the fund

    Switch the fund's status to Inactive. It immediately disappears from the public page.

  3. 3

    Check the payments already received

    The prior payments remain in database and continue to appear in:

    • The Payments module
    • The session's accounting Booklet
    • The donor contact's history
    • The sheet's statistics

    No data is lost. Only the collection of new payments is stopped.

  4. 4

    (Optional) Refund the payments

    If the cancellation requires refunding the contributors, follow the dedicated procedure — see section below.

Refund a payment​

The Event Journeys module does not have its own refund: the procedure goes through the Payments module.

Typical case​

You cancel a gala and need to refund all the registrants who have already paid.

Procedure​

  1. Open the Payments module
  2. Filter by Event Journey = [your session] (EJ filter available in the advanced filters)
  3. For each payment to refund:

No native management of the Hebrew calendar​

The Event Journeys module works only in Gregorian calendar.

Consequence​

When you enter the dates of a Passover or Sukkot session, you indicate the Gregorian dates (for example "April 1 to 8, 2026"), not the Hebrew dates ("15 to 22 Nissan").

What this implies​

  • You must check yourself the Hebrew dates each year (wall calendar, application, etc.)
  • The public title can manually mention the Hebrew date if you wish ("Passover 5786" in the title, "1-8 April 2026" in the dates)
  • For weekly Shabbat, you create one session per week with its Friday evening date

Practical tip​

For recurring annual holidays, duplicate the previous year's session rather than re-entering everything. See Create a session — Duplication section. You only have to update the new Gregorian dates.

Special case: tourism Shabbat​

Travelers' Shabbat (for example a Shabbat for a group of tourists visiting the community) do not go through the classic Event Journeys module.

Why?​

This type of event is linked to a location (city, tourist site) rather than to its own calendar. It benefits from a specific integration on the visitor side (search by destination, comparison between sites).

How to do it​

To configure a tourism Shabbat, use the Tourism module. The Tourism module exposes its own tools to:

  • Define the location (city, hosting synagogue)
  • Specify what is offered on the spot (meals, nearby accommodation)
  • Manage traveler registrations

The Event Journeys module remains useful for Shabbat of your local community (usual weekly Shabbat).

Recap of best practices​

SituationWhat to do
Limit registrations to 48h beforeDefine cutoffHours: 48 at creation
Immediately cut off registrationsToggle the "Active session" switch to Off
Stop a collection without refundingDisable the fund (Inactive status)
Refund a Stripe paymentGo through the Payments module (dedicated procedure)
Refund an offline paymentRecord the accounting operation in the session's Booklet
Enter Passover 5787Use Gregorian dates; mention 5787 in the public title if relevant
Organize a tourists' ShabbatUse the Tourism module, not Event Journeys

Going further​