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Event Management

Event Series

To create a series of events, you can copy the initial event. You can set up event series different ways, so pick the one that works best for your church!

  • Series: Multiple events that are related to and copied from each other.
  • Multi-day Series: A single event that spans multiple consecutive days, like a retreat or seminar.
  • Recurring Event Series: An event that occurs on a regular schedule, but not consecutively. For example, a Bible Study or prayer group that meets every Tuesday morning or the first Monday of every month.
CAUTION: Use caution when letting people register into a series of events. You should only use the Register into Series option for a multi-day series.

Create an Event Series

  1. In the navigation menu, click Events.
  2. Click New Event, and complete the Event record fields.
    Note: Make sure the Start Date and End Date fields are only the date and time of the first event in the series, rather than dates and times of the entire series.
  3. Click Save.
  4. In the Confirmation message, click Submit to trigger the event approval process.
  5. For the event you just created, click each tab and add any necessary information that will apply to the event series, such as equipment and services.
  6. In the Event record, click Actions > Copy.
  7. Click the three dots next to Recurrence Pattern and select the appropriate daily, weekly, monthly, or yearly options.
    The Add Recurrence Pattern dialog box open to the Weekly tab. Two is entered in the field, and the Thursday check box is selected, so this event will occur every two weeks on Thursday.
  8. Click Save or Save & Add Another.
  9. Select when the recurrence should end, either after a certain number of occurrences or by a certain date.
    • To end the event series after a specific number of occurrences, select the After option and enter the number of occurrences.
    • To end the event on a specific date, select the By date option and select the date you want the series to end.
  10. Select whether to include and update the current Event record in the series.
  11. Use the calendar preview at the bottom to confirm the dates of your event series. If needed, you can click a highlighted date to remove it from the series.
    Example of a weekly recurrence where some dates have been manually removed. The removed dates are circled in red.
  12. Click Save.
  13. Optional: If needed, you can copy data from a tab in the Event to all Events in the series. To do this, select the tab from the Copy Sub Page Data drop-down list.
    You want to associate a Group associated with the Event to all the Events in this series. Select the Groups check box from the drop-down list.
  14. Optional: If needed, select the Copy Attached Files check box to copy any attached files, such as an Event's picture, to all Events in the series.
  15. Click Copy Record.
  16. Click Submit to trigger the event approval process.

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

Edit an Event Series

Note: To add Rooms or Groups to all Events in the series, use the Event Rooms & Groups Tool. For other information, like equipment or services, go to the Events tab on the main page and add the Events in the series.
  1. Go to the Events page.
  2. Open the Event in the series that you want to edit.
    Tip: To update only one Event in the series, open that record. To shift the date of all future occurrences, open the record of the first occurrence for that date change.
  3. Click Edit Record.
  4. Update the Event.
  5. Click Save.
  6. In the dialog box, select which Events in the series you want to apply your changes to.
    • Select Update This Occurrence to apply your changes to just this Event in the series.
    • Select Update This And All Future Occurrences to update this Event and future Events in the series.
    • Select Update Series to update all Events in this series.
  7. Click Update.
  8. Click Submit.

Extend an Event Series

You may need to extend an existing Event series to include additional occurrences connected to the original series. For example, to schedule another four additional Events in the same recurrence pattern. Or you may want to add another recurrence pattern for the series. For example, you have an Event that occurs every Monday and Friday, and you want that same Event to occur every other Wednesday as well. You can copy an existing record.

New events are added as long as the same Event doesn't already exist, unless you allow duplicate occurrences.

  1. Click the Events page.
  2. Click to open one of the Events in the series.
  3. Click Actions > Copy.
  4. Click the three dots to the right of the Recurrence Pattern box.
    • To extend the existing series, confirm the pattern and select a new number of occurrences or the date you want the series to end by.
    • To extend the series with a different recurrence pattern, click Add Recurrence Pattern.
    • To extend the series with multiple difference recurrence patterns, click Save & Add Another.
  5. Once you define the recurrence patterns you want, click Save.
  6. Click Extend Current Series.
  7. Optional: To add an Event record when the same Event already exists, select Allow Duplicate Occurrences.
  8. Optional: Copy any data from other tabs or attached files.
  9. Click Copy Record.
  10. Click Submit.

Delete an Event Series

You can delete one event in the series, future events in a series, or all events in the series.
  1. Click the Events page.
  2. Click one of the events in the series to open it.
  3. In the General tab, click Actions > Delete.
  4. In the dialog box, indicate what Event(s) in the series you want to delete.
    • Select Delete This Occurrence to delete this Event in the series.
    • Select Delete This And All Future Occurrences to delete this Event and future Events in the series.
    • Select Delete Series to delete this Event series.
  5. Click Delete.
  6. If needed, reconcile any dependent records.
  7. Click Delete.
  8. Click OK.

Event Series & Registration

If your multi-day event includes registration, you can set the Register into Series field to Yes to activate a routine to automatically register a Participant into all Events in the series.

Remember: You should only use the Register into Series option for a multi-day series.

Set the first Event in series to have a Registrant Message (if needed) and the Product. The subsequent events should NOT have a Registrant Message or Product set. Instead, in the External URL field, paste in the Event Registration for Day Event. This way, everyone registers for the first day and then the Routine adds them for the subsequent Events. If people can register for just one of the days at a lower price, use Product Option Groups and manage that as Groups associated with different Event days.

Note: To keep registration open on a past Event in the series, you can extend the Event End Date and ensure that the Registration Closed Date field is in the future. This allows Participants to register for the Events. However, if someone registers for an event with a Start Date in the past, the routine won't register them into future Events for the series.

Creating Past Recurring Events

Sometimes you may need to create a series of past Events to record Attendance or Event Metrics. In those cases, begin with the oldest date, then create the series moving forward as you would a regular series of Events.

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Last updated: November 6, 2024