🗓️Editing Specific Dates in a Series
Customize individual dates within a recurring show or class — change the title, image, or pricing for specific performances without affecting the rest of the series.
When you run a recurring show or class, sometimes a particular date needs its own identity. Maybe one night features a guest performer, a holiday edition has special pricing, or a single session covers a different topic. Edit Specific Dates lets you customize individual occurrences within a series — changing the title, description, venue, images, pricing, or confirmation email for just that date — while everything else continues to inherit from the original event.
This feature is for recurring events only. If your event is set to "Once," there are no additional dates to customize. Edit Specific Dates appears on the edit screen for events with a Daily, Weekly, or Monthly schedule, or events with multiple dates added via + Add Dates.
🎬 Watch: Editing specific dates in a series
How It Works
When you edit a specific date, CrowdWork creates a date-level override for that occurrence. Here's what that means in practice:
What you can customize per date:
Name — Give a specific performance its own title (e.g., "Friday Late-Night Special")
Description — Write a unique description for that date
Venue — Assign a different venue, or toggle the "Venue Only" display setting
Poster Images — Upload different images for that date
Pricing — Override cost tiers (including tier names, prices, quantities, open/close windows, and passwords), set a different Maximum Global Quantity or Maximum Purchase Quantity, or toggle Pay What You Want on or off
Confirmation Email — Customize the confirmation email content patrons receive for that date
What stays the same:
Everything you don't explicitly change on a specific date continues to use the original event's settings — sales window, access controls, tags, and scheduling details carry over automatically.
Think of it like a layer. The original event is the base. Editing a specific date places a thin layer on top that replaces only the fields you change. Remove the override, and the date reverts to the original settings.
Editing a Specific Date
Navigation: Dashboard → Shows (or Classes) → Edit your event
Open the event you want to modify and click Edit
On the edit screen, click the Edit Specific Dates button
You'll see a list of upcoming dates for this event. Select the date you want to customize.
Make your changes — update the name, description, venue, images, pricing, or confirmation email
Save your changes
Past dates: The date list focuses on upcoming performances but also includes a few recent past dates, in case you need to review or adjust a recent override.
Bulk editing: You can select multiple dates at once using the checkboxes in the date list. Any changes you save will apply to all selected dates — useful when several performances share the same override (e.g., a three-week guest residency).
How Overrides Appear Elsewhere
Once a date has been customized, the overridden values flow through to the rest of CrowdWork:
For patrons:
The purchase flow displays the overridden name, description, images, and pricing for that date
Confirmation emails reflect the customized details
Patrons see the experience you've tailored for that specific performance
For admins:
Orders: When a patron purchases a ticket or registration for an overridden date, the order shows the overridden title as the line item. The original event name is preserved in the order details so you can always trace it back to the series.
Filtering: Searching or filtering by the original event name returns orders for all dates in the series, including overridden ones. You don't need to search separately for each customized date.
Tip: If you edit a date after tickets have already been sold for it, existing orders will reflect the updated information. Keep this in mind when making changes to dates that already have purchases.
Removing an Override
If you no longer need a date to be customized, you can remove the override to revert that date back to the original event's settings:
Open the event
Click the blue Edit Specific Dates button
Select the date(s) you wish to reset back to the defaults
Customizations are cleared immediately for the selected events.
If a date is removed from the series schedule entirely (for example, by changing the recurrence pattern or adding it to the exclusion list), any override associated with that date is also removed.
Common Use Cases
Guest performers or special editions — Keep your regular weekly show running as-is but give the night with a guest headliner its own title and poster image.
Holiday or themed performances — Run a "New Year's Eve Special" with premium pricing on one date without creating a separate event or disrupting the rest of your series.
Variable class topics — If each session in a recurring class covers a different subject, give each date its own title so students know what to expect before purchasing.
Promotional pricing for a single date — Offer a discounted "preview night" or a premium "opening night" tier on just one occurrence.
Cancelling a single performance — Stop sales for one date in the series without touching the rest. See Stopping Sales on a Single Date below.
Stopping Sales on a Single Date
Weather, illness, a venue conflict — sometimes one date in a series has to come off sale while the rest of the run continues. There are two ways to do that, and they look very different to a patron.
Option 1: Remove the Date from the Series
Add the date to No Shows on... (No Classes on... for a class) on the event itself — the field that appears under Schedule once an event repeats. See Schedule and End Date. The date is dropped from the series entirely: it disappears from your public page, the date picker, and your calendar as though it had never been scheduled.
To take a date out of every event at once — a venue closure, a holiday — use Exclude Specific Dates for All Shows in Theatre Settings instead. That one is theatre-wide and rebuilds the schedule for every event you have.
Excluding a date deletes that date's customizations — but not its tickets.
Saving regenerates the event's schedule and re-applies your exclusions. Two things follow:
Tickets already sold are safe. Orders and admissions are untouched, and patrons keep the purchase in their account history. Nothing is refunded or cancelled for you.
Per-date customizations are not. Any override saved on the excluded date — custom name, poster, pricing, confirmation email — is deleted along with the date, and re-adding the date later does not bring it back.
The excluded date also leaves your dashboard's list of dates, so if admissions are still attached to it, work with them from the patron's profile or the Tickets / Registrations screens rather than from the event's date view.
Option 2: Keep the Date Visible but Unbuyable
If you'd rather patrons still see the date — and see that something changed — override its capacity instead:
Open Edit Specific Dates and select the date.
Under Pricing, set Maximum Global Quantity to 0. (Setting every cost tier's quantity to 0 has the same effect — the single Maximum Global Quantity field is just fewer clicks.)
Save. Sales stop for that date only — every other date in the series is untouched.
Patrons will see "Sold Out", not "Cancelled".
There is no cancelled state for a single date today, so a zero-capacity date shows the same Sold Out button a genuinely full house would. Two things follow:
If you collect waitlist submissions, the button reads Sold Out — Join Waitlist, and patrons will sign up for a date that isn't coming back. Expect to clear those out.
The date stays in your public date picker and calendar. It simply can't be purchased.
Say it in the title. Pair the capacity override with a Name override on the same date — "CANCELLED — Friday, September 12" — so anyone who lands on it understands what happened instead of assuming you sold out.
Which One Should You Use?
Both work whether or not you have already sold tickets, and neither one refunds or notifies anybody — that part is yours to handle either way. What actually differs is what patrons see and what you keep:
What patrons see
Nothing — the date is gone from your public page
The date, marked Sold Out
Tickets already sold
Kept, and still in the patron's account
Kept, and still in the patron's account
The date in your dashboard
Removed from the event's date list
Stays, so you can still work with it per-date
That date's overrides
Deleted permanently
Kept
Undo
Re-add the date; its overrides don't come back
Set the quantity back
A rough steer: if you want the date to stop existing — a run that was never really on sale, a holiday, a venue closure — removing it is the tidier result. If patrons need to see that a specific performance was cancelled, keeping it visible at zero capacity with a renamed title tells them that directly. Either way, contact anyone already holding tickets yourself, with Issuing Refunds and by emailing the attendees for that date.
FAQs
What can I customize on a specific date?
You can override the name, description, venue (including the Venue Only display toggle), poster images, pricing (cost tiers, Maximum Global Quantity, Maximum Purchase Quantity, and Pay What You Want), and the confirmation email content. Everything else — sales window, access controls, tags, and scheduling — stays shared across all dates in the series.
How do I cancel or stop sales for just one date?
Two ways. Add the date to No Shows on... on the event and it's removed from the series entirely — but any per-date customizations on it are deleted with it. Or set that date's Maximum Global Quantity to 0 in Edit Specific Dates and it stays on your calendar as Sold Out, which is the better choice once tickets are out. Full comparison: Stopping Sales on a Single Date.
What happens to existing orders if I change an override?
Existing orders will reflect the updated override information. If you change the title on an overridden date, orders for that date will display the new title.
Can I search for orders from an overridden date?
Yes. Filtering by the original event name returns all orders across the series, including those for overridden dates. You don't need to search by the overridden title separately.
Does this work for both shows and classes?
Yes. Edit Specific Dates is available for any recurring event — shows and classes alike.
Related Tasks
Create a recurring show or class
Exclude specific dates from the schedule
Move a patron to a different date
Exchange a patron to a different event
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