Recurring Events (Series)

Creating a Recurring Event Series

A recurring event series is created by copying the initial Event. Here's how:

  1. Create an Event. When doing so, ensure that the Start Date and End Date fields reflect only the date and time of the first occurrence (rather than include the first date of the series and the last date of the series).
  2. Inside the Event record, you just created, click Copy.
  3. Click Select Recurrence Pattern:
    • Select your recurrence pattern: daily, weekly (on one or multiple days in a week), monthly, yearly.
    • Select your recurrence duration: start date, end after number of recurrences or end date.
  4. Click OK.
  5. If desired, check the boxes to copy sub-page data forward to all Events in the series (for example, if you have a Group associated with the Event and want all Events in the series to have the Group associated with them, check the Groups box).
  6. If desired, check the box to copy the attached file forward (for example, the picture attached to the Event). 
  7. If desired, check the box to include the current record in the Event series.
  8. Click OK.
  9. The Event series is created, which is noted by (Series) appearing in the record header. After successfully creating an Event series, the Event shown will be the first Event in the series. Depending on whether the box "Include and Update Current Record" was checked during creation, the Event shown may not be the Event you started with. 

*New Exciting Series Navigation Feature Part of the Fall 2019 Platform Release Coming September 2019!

Navigating to Other Occurrences Within a Series

To ensure that your event is a part of an event series, the text "series" will be displayed at the end of your event title from an open event record. Users can transition from one occurrence to another by clicking on the "Select Occurrence" drop down button located in the upper right portion and choosing the desired new date.  All event occurrences, past and future, will appear in the drop down ordered by date.  

In the example below, the user wishes to navigate from the 8/7/2019 Sunday Morning Worship event to the 9/4/2019 event within that series.  

Clicking on 9/4/2019 from the "Select Occurrence" drop down opens the new event date so that the users can make any necessary edits or changes, as desired. 

Editing an Event Series

Event Series can be quickly updated by users who have Mass Assign permission on the Events page. Updating a Series works in a similar fashion to Mass Assign, but with these differences:

  • It always applies to an Event Series.
  • It does not apply to a Selection, but it applies to either:
    • All Events in the Series.
    • Future Events in the Series.
    • Only one Event.

To edit an Event Series:

  1. Open one of the Events in the Series.
  2. Click Edit.
  3. Make the desired changes.
  4. Click Save. 
  5. In the pop-up window, indicate what Events in the Series you want the change to apply to. 
  6. Click Update.

To shift the date of all future occurrences, (ie. move them from Wednesday to Thursday) simply modify the Event Start Date and Event End Date of the first occurrence for the date change, and the click "Update This and All Future Occurrences" after clicking Save. The change in the number of days before or after the initial Start and End time that you made on the record will be applied on all future event occurrences as well.

To copy subpage record changes to all Events in the Series, use the Event Rooms and Groups Tool.

NOTE: Parent Events are simply for helping to organize Events on the Events and Event Participant pages. They assist in creating views and doing searches.

Deleting an Event Series

Similar to editing an event series, deleting an event can apply to either:

  • The selected event
  • The selected event and all future events
  • All events in the series

To edit an Event Series:

  1. Open one of the Events in the Series.
  2. Click Delete.
  3. In the pop-up window, indicate what Event(s) in the Series you want to delete.
  4. Click Delete.

Extending an Event Series

It is not currently possible to extend an Event Series. Instead, you can copy one of the Events and create a new Series. (It just won't be connected to the original Series).

Recurring Events and Registration

If your recurring Event includes registration, you can set the Register into Series field to True to activate a routine to register a Participant into all Events in the series automatically. The Register into Series routine automatically creates Event Participant records for future Events in the Series with the following information included:

  • Event ID
  • Participant ID
  • Participant Status ID
  • Group Participant ID
  • Notes
  • Group ID
  • Room ID
  • Group Role ID
  • Response ID

This will only apply for Participants with a status of Registered (2) in an earlier Event. Future refers to Events subsequent to the Event into which the Participant has registered. For more details, including how the routine handles Default Contact Event Participants, see the Data Quality Routine.

Whether or not to set all Events in the Series to Register into Series depends on your Event's overall registration configuration. If the event will send a Registrant Message, your settings for Event Series will impact how they are sent. See the Registrant Message Notification article for more information. See Q3 for and example of setting up registration for a recurring event.

Tip: to keep registration open on a past event in the series, you can extend the Event End Date and make sure that the Registration Closed Date field has not passed. This will allow participants to still register for the events.

Creating Past Recurring Events 

In certain cases, you may need to create a series of past events in order to record Attendance or Event Metrics. In those cases, begin with the date that is furthest back in history and then create the series moving forward as you would a regular series of Events.

Viewing Events in a Series

To view all the events in a series, reference the View Example: Events In Series and modify the example to fit your needs.


Additional Search Terms: Recur, Event Series, Series, Recurring Events

 

Last Modified: 12/27/2019

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