Creating a Recurrent Event

 

In this article, we'll review best practices for setting up a RECURRENT event.

A recurrent event is an event that has multiple occurrences, where attendees aren't expected to attend every event - for example, a weekly drop-in yoga class.

If this doesn't sound accurate to your event, please refer to Creating a Series Event or Creating a Multiple Day Event.

 

To make a RECURRENT event, start by making a standalone event. As always, you'll start in your dashboard, by clicking NEW EVENT.

 

The event that you would make as your standalone would be the first event in that set. For example, if you are creating a weekly yoga class that runs every Wednesday from March - December, you would choose the first Wednesday in March as your start date.

This first event created within a set is referred to as the PARENT event.

 

 

You'd then proceed with customizing your event - event description, web page photo, venue details, etc. For more information on best practices for creating a standalone event, please refer to Creating an Event in SeatRobot and Adding Details to Your Events.

Once everything is perfectly customized, navigate to your DASHBOARD, to make copies of the parent event.

Please note: Once you copy an event, you cannot copy it again. You can only edit individual events within the set. Therefore it is imperative to ensure everything about your parent event is amended to your exact specifications, as all of the details will copy over to the 'children' event in the set.

 

On your dashboard, click the COPY icon that corresponds with your event.

 

Upon clicking that icon, the COPY pop up window will appear.

A RECURRENT copy will allow you to create multiple copies, where potential attendees are able to pick and choose which individual events they want to attend.

Check the circle that corresponds and press SAVE.

 

Upon pressing SAVE, a pop up window will expand with more options.

If your recurrence does not follow a patterned schedule, you will choose CREATE MULTIPLE SIMPLE COPIES, type a quantity in the textbox and press SAVE.

If your recurrence follows a patterned schedule, you will choose CREATE COPIES BY SCHEDULE, type a quantity in the textbox and press SAVE.

You base the QUANTITY number on how many copies you need in addition to the parent event. For example, if you were making a recurrence with 36 events in total, you would create the parent event, then make 35 copies. Then press SAVE.

 

 

After pressing SAVE, you'll land back on your dashboard. Now that we've made copies, the event has a green number icon number next to it, that indicates the total number of events in the set.

 

If you press that green icon, the individual events within that recurrence will appear in a pop up window to the right. There are various tools to edit specific events within.

 

If you'd like to edit the name of an event in your set, check the box to the left of the event and press EDIT NAME.

 

A pop up window will appear. Here, you can amend the name of a singular event, then press SAVE.

 

The new name will be saved within the recurrence.

 

You can also amend the date of any specific event within a set. Check the box next to the specific event you want to amend, and click EDIT DATE.

 

A pop up window will appear, where you can edit the date and time of the specific event. Once corrected, press SAVE.

 

PLEASE NOTE:  When you create a copy of an event, the date is automatically added to each of the 'children.' If you amend the date of an event by utilizing the tool above, this does NOT reflect in the name of the event. You must do that manually. (See below how the name of the event and the date do not match after I've edited the event date)

 

Another tool you can utilize in this window is the DELETE button. If you want to delete an individual event or multiple events within a set, you can check the box next to each specific event you want removed and then press the trash can icon.

For example, with my event, I've decided I want it to be every other Wednesday, rather than every Wednesday. So I'm going to follow the instructions above to amend that.

 

PLEASE NOTE: If you delete events that have registrants, you will be required to compose a cancellation email that will automatically be sent to those guests. This is the same process that occurs when you delete stand-alone events.

 

Once you delete those events, you'll be redirected back to your dashboard, where you can see the number of events has been reduced, commensurate to the amount I chose to delete.

 

You can also amend individual events within a set by going into the SETUP of the event itself. To do this, click the name of the specific event you want to edit.

 

At this point, you'll land 'behind-the-scenes' of this event. You can edit anything within this event, exactly like you would in the parent event or a standalone. PLEASE NOTE that any changes made in here will only reflect in this specific event, and will not carry over to the other events in the set.

 

If you toggle your recurrent event to appear ON in your SeatRobot aggregate events page, the next upcoming event will be the one which displays. There will be a message that says **multiple dates available. When the most recent event date has passed, the next upcoming event in the set will be the one that appears on the general events page.

 

If a user goes to register for that date, all the other available dates will appear on that registration page also.

 

Thank you! Please contact SeatRobot support if you have any questions about this or any other SeatRobot features.