Editing Event Details
How to update event information after creation and what effect changes have on your documents.
Things change. Venues get swapped, dates shift, guest counts go up. Gilded makes it easy to update event details at any point in the process.
How to Edit an Event
Navigate to the event detail page by clicking on an event from your Events list or from the dashboard. Click the Edit button near the top of the event summary card.
This opens the same form you used to create the event, with all fields pre-filled with the current information. Make your changes and click Save.
What You Can Change
Every field on the event is editable at any time:
- Client and partner names, emails, phone numbers
- Event date, guest count, event type
- Venue name, address, and contact information
- Rehearsal date, time, and location
- Service package assignment
There is no lock on event details based on workflow status. Even after a contract is signed, you can still update the venue address or guest count for your own records.
How Changes Affect Documents
This is the part that matters most. Here is how edits to the event interact with your documents:
Documents in Draft
If you have a document that has not been sent yet, any merge fields in that document (like {{event_date}} or {{venue_name}}) will automatically reflect the updated event data. The next time you open the builder or preview the document, the new values show up.
Documents Already Sent
Documents that have already been sent are snapshots. The PDF that your client received was generated at send time using the data that existed at that moment. Updating the event date after sending does not change what your client already has.
If you need the client to see updated information, you have two options:
- Resend the document — this generates a fresh PDF with the current data and sends a new link
- Create a new document — if the changes are significant enough to warrant a new version
Signed Documents
Signed documents are permanent records. They cannot be regenerated or modified. If something changes after signing (like a venue switch), the right approach is to create a contract addendum documenting the change.
Updating the Service Package
If you change the service package assigned to an event, this updates the pricing data available to merge fields. Any draft documents with pricing merge fields like {{contract_value}} or {{deposit_amount}} will pick up the new package values.
Documents that have already been sent are not affected — the pricing in those documents was locked in at send time.
A Note on Client Intake
If your client is also filling in details via an intake form, their entries write to the same event record. If you update a field and the client later submits a different value through the intake form, their entry will overwrite yours. Check the event detail page after the client fills in the form to make sure everything looks right.