Benefits of repeating events

If your organization hosts daily, weekly, and/or monthly events, you can set up an event as a repeating event. This means that:

• you save time by creating one instance of an event, rather than several similar individual events,
• your event attendees accept the invitation once, rather than receiving and having to accept multiple invitations, and
• your attendees' calendars are populated with all instances of the event with the relevant dates and times.

Limitation

In Event Manager, an event can be either:

• a repeating event or
• a multi-day event

...it cannot be both.

NOTE: An Event Type can have either the Multi-Day option or the Repeating Events option enabled; not both.

Prerequisite

You must use an Event Type that has been configured to allow repeating events.

To allow repeating events:

• Create an Event Type or edit an existing Event Type and toggle the following setting to Yes.

This toggle does not enforce the use of repeating events; it simply makes using them possible for events that are based on this Event Type.

NOTE: Full Registration events cannot be repeating events. All of the other event registration processes support repeating events.

Create a repeating event

TIP: You can also edit an existing event to make it a repeating event.

To create a repeating event:

1. Navigate to a page from which you can add ("create") an event, such as:

• the Manage Events page (Super Admins and Community Admins),
• the Upcoming Events page (Super Admins and Community Admins), or
• the Events > List page in the Admin interface (Super Admins only).

2. Click Add Event.
3. Click a link below for guidance on the event that you want to create:

• a No Registration Event,
• an External Registration Event,
• an RSVP Only Event, or
• a Simple Registration Event.

Each of these Event Types has a Repeating Event? setting. Toggle it to Yes for the event and set the recurrence schedule and duration.

NOTE: As indicated on the configuration dialog, you cannot modify a repeating event's recurrence settings after the event has been created. Be sure to set the preferred schedule before clicking Save. Other aspects of the event can be managed, post-creation, as described in the next section.

Next steps...

1. Register for the event and add it to your calendar.
2. Check your calendar; confirm the presence of event and all expected occurrences of the series that you configured.
3. Open and spot-check an occurrence to verify the details, especially start and end times.

Manage a repeating event

To manage non-schedule aspects of an event, navigate to a page from which you can edit an event, such as:

• the Manage Events page (Super Admins and Community Admins),
• the Upcoming Events page (Super Admins and Community Admins), or
• the Events > List page in the Admin interface (Super Admins only).

1. Use the search and/or filter options to locate your repeating event.
2. You can manage the entire series of the event via its Edit button and/or it Actions dropdown menu.

Manage an individual occurrence

Repeating events are easy to identify because they display a count of the number of occurrences ("events") in the series as a link.

1. Click this link to view a list of the occurrences in the series.

Each occurrence of the event can be individually edited via:

• its Edit button (modify the occurrence's details) and/or
• its Actions dropdown menu (for other event-management actions).

After you modify an occurrence, you have two "save" options:

• Save & update this event: save, to this occurrence only, any changes you've made.
  • Use this option if your change affects this occurrence only (e.g., the start time is an hour later).

• Save & update all events in this series: save, to all occurrences of the event, any changes you've made.
  • Use this option if your change affects the entire series (e.g., the website URL has changed).

Repeating events FAQs

Can users register for only one occurrence of a series?

Yes.

Each repeating event has a repeating event icon (similar to a calendar) next to its title. When this icon is clicked, a pop-up displays and lists all occurrences in the series.

• Users can click an occurrence to navigate to it and register for that individual occurrence.

Why did my RSVP automatically RSVP me to the entire series?

This happens if you RSVP for the parent event (i.e., the first event in the series). This is intended functionality to save registrants having to individually and manually RSVP for each occurrence in a series.

• This functionality is applicable to RSVP Event Types only.
• To RSVP for individual occurrences within a series, you must RSVP to them individually.
• If the repeating event is not an RSVP type of event, you must individually register for each event in the series.

Which aspects of a repeating event can be changed?

Most aspects of a repeating event can be changed, except the recurrence schedule and duration, as described above.

Besides that, one has to consider whether the event has registrants.

• Whether a repeating event has registrants does not affect whether the event can be changed.
• Rather, whether the event has registrants affects what can be changed.

Below is a list of what can and cannot be changed.

• Event Type and Timezone cannot be changed if the event has registrants.
• Start Date can be changed for individual occurrences (via the Save & update for this event button), but not for the entire series, regardless of whether it has registrants.
  • When changing the Start Date, the event must retain its place within the series.
• Start Time and End Time can be changed for the entire series, regardless of whether it has registrants.
  • Only future occurrences in the series will be changed.
  • The Changed Event Details email notification will be sent to registrants.
• You can change the associated community if the event does not have any registrants.
• Location can be changed for individual occurrences in the series (via the Save & update all events in this series button) regardless of whether the event has registrants.
  • Only future occurrences in the series will be changed.
  • The Changed Event Details email notification will be sent to registrants.
• Title and Description can be changed regardless of whether the event has registrants.
  • Only future occurrences in the series will be changed.
  • The Changed Event Details email notification will be sent to registrants.
• Registration dates and Pricing can be changed (in the Pricing dialog) for individual occurrences.
  • This is applicable to Simple Registration repeating events only.

Can I delete the entire series of a repeating event?

Yes. You can delete the entire series of a repeating event only if no one has registered for the event.

Also, events in the series can be individually canceled regardless of whether anyone has registered for them. Those who have registered are notified of the cancelation.