Event locking is a critical mechanism that maintains data integrity as events synchronize between Hub and Compliance + Recruiting (C+R). This feature ensures that once CARA logs are submitted and certified, the associated events remain unchanged, preserving compliance integrity. When athlete status changes (such as removal from a roster), event locking prevents alterations to participant data from previously locked events, maintaining the accuracy of submitted CARA logs.
Purpose of event locking
Event locking serves several essential functions:
Maintains Compliance Records: Prevents unauthorized modifications to certified events, preserving the audit trail.
Ensures Data Consistency: Keeps submitted CARA logs aligned with the original certified event details.
Provides Clear Boundaries: Distinguishes between in-progress and finalized events.
How event locking works
Once an event is submitted for CARA certification, the locking mechanism prevents modifications through:
Manual re-syncs of past events.
Direct updates from Hub (e.g., changing event date or participants).
Indirect updates from Hub (e.g., group membership changes).
Event states and locking status
Approved (green) - LOCKED
Events that have been submitted and approved.
Cannot be modified through resyncs or Hub updates.
Awaiting Approval (yellow) - LOCKED
Events that have been submitted but are pending approval.
Protected from modifications due to locked status.
Awaiting Submission / Not Submittable (blue or grey) - UNLOCKED
Events that haven't been submitted yet.
Can be modified through manual resyncs or Hub updates.
Actions to unlocked events
For events with "Awaiting Submission" or "Not Submittable" status, the following behaviors apply:
Direct Updates: Changes made directly in Hub (such as modifications to attendee lists, event times, names, or types) will be reflected in Compliance + Recruiting.
Deleted Events: Events deleted in Hub will also be deleted in Compliance + Recruiting.
Indirect Updates: For changes triggered by group membership updates:
Only future events will have their attendees updated.
Past events, even if unlocked, will not have attendee changes applied to prevent historical data inconsistencies.
Manual re-syncs of unlocked Compliance + Recruiting events will override this behavior and match events 1:1 with Hub.
It is important to note that event locking happens automatically when an event is submitted. Locked events remain protected from modifications and can be verified by an event's locking status through its color-coded approval state on the calendar.
Frequently asked questions
What does a locked event indicate?
A locked event indicates that the CARA log has been submitted and certified. This means the event details cannot be modified through re-syncs or Hub updates. Additionally, participant data is preserved even if an athlete is removed from the team roster. These locked events will show either "Approved" or "Awaiting Approval" status.
What happens if I try to modify a locked event?
Changes made to locked events (through Hub or re-syncs) will not be applied. The event will retain its original, certified information.
Can I unlock a submitted event?
Contact your Compliance Administrator if you need to modify a locked event. They can help determine the appropriate course of action while maintaining compliance requirements. In most cases, the event can be reopened using the Reopen button on the locked event.