Finalizing Events

What is Finalization?

Finalization is the process of locking in the final time for your event. When you finalize:

1. You select the winning time slot(s) from poll responses
2. Attendees are notified of the decision
3. The event moves to "Finalized" status
4. No more responses are accepted

When to Finalize

Consider finalizing when:

• You have enough responses to make a decision
• A clear winner has emerged from voting
• Your response deadline has passed
• You need to lock in logistics

The Finalization Wizard

EventMoot guides you through finalization with a step-by-step wizard.

Step 1: Select the Final Date

The highest-voted date arrives already selected, with its best time slot — when there's a clear winner, finalizing is just confirming it. You stay in control:

• See how many attendees selected each option, with Yes/Maybe/No breakdowns
• Check conflict warnings and how many attendees have responded so far
• Click any option to select or deselect it (selecting a date automatically adds its most-voted time slot)

If the top options are tied, nothing is pre-selected and the wizard names every tied date.

Step 2: Times & Confirm

Fine-tune the automatically added time slots, or add your own:

• Times - Adjust start/end, or add custom slots
• Location - Where the event happens. If the event has a "Where?" poll, its leading answer is filled in for you; edit it if plans changed. It replaces the event's location and goes into the email and calendar entries
• Per-slot Location / Virtual Link - Optional overrides for one slot
• Notify attendees - Tell everyone the date, or finalize silently. Every attendee and every member of the Moot (except you) gets an email and an in-app notification with the date and time in their own time zone, worded for how they answered: people who said Yes are told they're going, people who said Maybe or didn't answer are asked whether they can make it (with Going / Maybe / Can't go buttons), and people who said No are told the date is set and that they can switch to Going. Guests who left an email address get the email too

If a time you pick has already ended, the wizard says so: pick another time, or record it as a past session. A session that already happened is never announced: when every session is over, no "It's on" email or notification goes out. If a later session is still to come, the announcement names that one. A session that is under way is announced as "It's on now".

If Discord webhooks are configured for a Moot, those trigger automatically.

Click Finalize Event to complete the process. Finalizing without any time slots asks for explicit confirmation, since attendees then get no calendar entries and linked recurring schedules don't advance.

Understanding Attendee Responses

When you finalize, each attendee's response is calculated based on their vote for the selected time:

This helps you understand expected attendance at a glance.

After Finalization

Once finalized, the event displays:

• Final date and time prominently shown
• Attendance summary - Confirmed vs. maybe vs. declined
• Attendee list - Who responded and how
• Event details - Location, virtual link, notes

What Attendees See

Attendees receive a notification (if enabled) containing:

• The final event date and time
• Location and virtual session link
• Their response status
• Link to view event details

What Changes

Canceling Instead

If you decide not to proceed with the event:

1. Go to event settings
2. Click Cancel Event
3. Optionally notify attendees
4. Event moves to Cancelled status

Cancelled events are preserved in your history but hidden from active views.

Multi-Time Finalization

For events with multiple sessions (e.g., a multi-day conference), you can finalize multiple time slots:

1. Select all applicable time slots
2. Each gets its own details (optional)
3. Attendees see all finalized times

This is useful for:

• Events spanning multiple days
• Recurring sessions within one event
• Backup time slots