How to MANAGE a RECURRING event

How to MANAGE a RECURRING event

Overview

If events have a regular schedule and identical settings, you can use the recurring event feature.  This feature creates a copy of an event, then creates new separate events according to the recurrence formula.   A series of linked events.   

Important
  1. Patrons sign up for each event separately. 
  2. Editing a single event (name, date, time, resource, signup form), you can make the change moving forward in time.  (See FAQs below)
  3. Once a recurrence formula is made, the recurrence formula can not be edited.  (See FAQs below)

Finding the Recurring feature

  1. On the Edit On Calendar window, click ADD RECURRENCE.

Recurrence Formula

1.  Select the formula. The Every box can be adjusted if an event isn't every day, week or month. 
2.  Adjust the End Recurrence After Date to control when the recurrence stops. 
3.  View the quantity and dates the events will occur.  
4.  Click Apply Changes.

Tip: Create a single event 1st

Step 1) Create a single event.  (event #1 in your series)
Step 2) Test event #1.  Create the signup form, adjust the name, help text, etc.   If it is 100% perfect, move to step 3.  
Step 3) Make event #1 recur.  

FAQ: How do you edit all events in a recuring series?

Example: If you need to change the name, time, resource, signup form, etc., here is how.   
Select the next event.  If today is Monday and your event happens every Wednesday, select the next Wednesday 2 days from today.  You can edit and apply the changes to all subsequent events moving forward.  This will not changed the events that have already occurred.  

FAQ: How do you edit the recurrence formula?   

The recurrence formula can not be edited.  Unlike Google's calendar or Microsoft Outlook, AGS events have signups, attendees, and check-in data. 
For example: Changing the recurrence from 3 times per week to 2 times per week, moving the signups and check-in data, is not possible.  What you can do is...
1.  Cancel/delete your recurring series.
2.  Create a new recurring event with a new recurring formula.  
Caution:  This starting over.  If you had signups, these attendees will have to re-signup.  

FAQ: How do I shift recurring events without canceling all the signups/events?

We'll look at 3 scenarios. 

For example: You have weekly meetups every Tuesday evening.  You wish to change the meetup to every Wednesday evening.  
Step 1) Select the next event that is about to happen.  i.e. the 1st event that will happen next.  (the next Tuesday event)
Step 2) Click  Edit On Calendar.  Edit the date to Wednesday.  Click Change This And All Subsequent. 
This will shift all events moving forward to Wednesday.  The events that already occurred in the past are unaffected.

For example: You have weekly meetups every Tuesday & Thursday evening.  You wish to change the meetup to every Wednesday & Friday evening.  
This is possible: It is keeping the same recurrence formula.  Shifting all events by 1 day.  
Step 1) Select the next event that is about to happen.  i.e. the 1st event that will happen next.  (the next Tuesday event)
Step 2) Click  Edit On Calendar.  Edit the date to Wednesday.  Click Change This And All Subsequent. 
This will shift all events moving forward to Wednesday & Friday.  

For example: You have weekly meetups every Tuesday & Thursday evening.  You wish to change the meetup to every Wednesday & Saturday evening.  
This is not possible: It is trying to change the recurrence formula.  Tuesday shifting by 1 day and Thursday shifting by 2 days.  This scenario you must...
Step 1.  Cancel/delete your recurring series.
Step 2.  Create a new recurring event with a new recurring formula.  (spaced 2 days apart rather than 1 day apart)
Caution:  This starting over.  If you had signups, these attendees will have to re-signup.  

FAQ: How do I change the date/time for a single event in a recuring series?    

For example: You have weekly swim lesson every Tuesday evening.  Rain makeup days are Wednesday.  
Step 1) Select the event.  (the Tuesday it is raining)
Step 2) Click  Edit On Calendar.  Edit the date to Wednesday.  Click Change Just This Once. 
This will change only this specific event.