Whenever you make changes to an event in a recurring or series set, you can seamlessly apply those updates to all future events in that set. With one action, your changes cascade forward, keeping every upcoming event aligned and consistent. It’s the easiest way to save time, reduce errors, and ensure your attendees always have the most up-to-date information.
To do this, first ensure that the event you've created is indeed a recurrent or series event. For more information on this process, refer to Creating a Recurrent Event.
Once your event is in a set, navigate to SETUP inside your event.
You will notice that there are now downward pointing arrow icons next to certain features. This icon allows you to waterfall changes to future events. Please scroll to the bottom of the article for a full list of features that allow you to waterfall changes.
For example, with my event, I've realized that I want to change the web page header image. To do this, I navigate to the first event within my recurrence, and change the web page header image. Then, to ensure that this change reflects in every event within the recurrence, I will click the arrow in the SET WEB PAGE HEADER IMAGE table.
When I click the arrow, the SYNC DATA TO UPCOMING EVENTS IN THE SCHEDULE modal opens. By default, all of the upcoming events in this recurrence will be selected. However, you can choose to only change specific events if that is your preference.
Once you've chosen which events you want to update, click SYNC DATA TO SELECTIONS.
Now, the events in your recurrence that you chose to update will reflect those changes. Because I chose to waterfall my changes to every upcoming event, any upcoming date I chose in the recurrence will have the same web page header image.
You can also waterfall changes from a specific date onwards. For example, there will be a change of venue beginning in November. To waterfall those changes, I will navigate to my DASHBOARD.
I will find my event in the dashboard and click the green number icon to expand the individual events within the recurrence.
I will click the event that corresponds with when the change takes place. For me, that's the first event in November.
I will change the venue in my event. For more information on this process, refer to In-Person Events.
After updating the venue, I will click the waterfalling icon.
When I click the arrow, the SYNC DATA TO UPCOMING EVENTS IN THE SCHEDULE modal opens. By default, all of the upcoming events in this recurrence will be selected. Please note how only events that are happening after the current event appear here. You can only waterfall changes for future events.
Once you've chosen which events you want to update, click SYNC DATA TO SELECTIONS.
Now, your changes will be reflected in all the events you chose.
Here's a list of all features that you are able to waterfall into future recurrences:
Items you can Waterfall in SETUP page
- Event Name
- Venue (note that if you sync / waterfall the event Venue, the current event type selection (In-Person / Online / Hybrid) will automatically waterfall also)
- Online Details (note that if you sync / waterfall the event Online Details, the current event type selection (In-Person / Online / Hybrid) will automatically waterfall also)
- Event Description Detail (note that the event description details you add in the SETUP page are also synced with the Content Tabs in the WEBPAGE area. Syncing from the SETUP page will overwrite your 'Event Description (from setup)' Content Tab.
- Teaser Text
- Email Vanity Name
- Waitlist Confirmation Email
Items you can Waterfall in WEBPAGE page
Items you can Waterfall in EMAILS page
When you sync the contents of the 'Manage Confirmation Emails' panel, the body content of the emails will waterfall down to subsequent events you have selected. The existing associations of emails to registration buttons / tickets will remain the same.
If you create a brand new confirmation email copy, the new email will waterfall down to subsequent events you have selected and will appear in those events. However, if you also wish to reassign the relationships between confirmation emails and registration buttons / tickets in subsequent events you should apply these changes on an event-by-event basis.
The waterfall button in the Confirmation Emails panel applies to:
- Default Decline Confirmation
- Default Confirmation (Free)
- Default Ticket Confirmation
- Any copies of the above default emails
The waterfall button in the Emails History Table panel appears next to:
- Announcement emails which have been scheduled using the 'days before' or 'days after' event date schedule option. If you click on the clock icon for one of those emails, its creation panel will re-open and you can edit its email body content, its recipients and its scheduled launch time. Once you have made any of these changes and re-launched the Announcement, it will appear again in the Emails History Table panel ready to launch. At this point if you click the waterfall button, you can waterfall these changes down to other subsequent events in the recurrent set.
- (Note: if you schedule an Announcement email to launch on a specific date / time in an event, this scheduled Announcement email will not waterfall down to subsequent events, as the send date / time will not be relevant to the other events in the recurrent set).
Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.