When an Event is first created, it is in the Planning Stage. Planning is undertaken by the user in the Set Up | Event Templates part of the system (where the initial Template is set up/configured) and then within the Plan | Event page (where roles are allocated and planning is completed).

Once a user is satisfied with the way in which they have set up their Team and associated Roles, they can flag the Event as planned. This is done by selecting the appropriate check box within the Plan | Event page. This marks the Event as being ready for processing (also known as the Event RotaLoad Process), Optionally, the user can manually process the Event.

When an Event is flagged as being a Planned Event, it is in a read-only (locked) state and cannot be edited.

When an Event is flagged as Planned, it can be picked up by a background process, a number of days before the date of the Event to convert all of the defined Roles into actual Timegate Web Duties. This can be a number of days before the Event, defined by the user. It will create the Duties for all Roles. In the example above, the Steward Role is defined as having nine Duties. Using the data defined against the Steward Role (items such as Hour Type, Pay Levels, times etc.), RotaLoad creates the nine individual Duties. Three Duties will be made-for the Supervisor Role and one Duty will be made for the Manager Role. RotaLoad will attempt to allocate Employees defined in the Employee Pool against the roles of the newly created Duties. It is also possible to manually trigger this operation from the Event Management screen of a “Planned” Event. During the Processing Stage, it is not, however, possible to view or modify an Event.

Events that are running. They have been resourced and the "Event RotaLoad" has taken place. Whilst an Event is in the Operational Stage, a User can begin to assign Employees to the Duties. They are also able to create teams and duties that may have been forgotten during the Planning Stage.

After an Event has become Operational, it can no longer be deleted. Instead it should be Closed. This may happen if an Event is cancelled or has been completed, with all parties being billed/paid respectively. Events cannot be closed until all duties have been rate generated. Remaining open posts after the Event, should be removed to facilitate this.