What You’ll Learn
- How to make multiple event dates show up on an event’s page, as well as on the event calendar
- What to do if there’s a date within the repeating time frame when an event will not occur
- Example: setting up a twice daily campus tour running for 1 year
Are you running an event on a regular basis? Maybe a weekly campus tour or daily info sessions with a limited number of spots? It can be a pain to enter those as single event dates when they occur at regular intervals. There’s a better way: repeatable dates.
With repeatable dates, you can schedule an event for the same time on different days of the week over a given period. Follow along below to get started adding repeating events.
Create a Repeatable Event Date
- From the event's Event Overview tab, click on Event Date(s). This will bring up a list of dates for your event if dates have already been added.
- Click the Add a Date button.
- In the Add Date window that opens, choose Repeatable Dates to schedule multiple dates at once.
- Fill in information about how the event dates should repeat.
Period of Time
How often does the event repeat?
Weekly: Use when your event happens at least once a week. It can be multiple days.
Monthly: Use if your event doesn't happen every week. For instance, every two weeks. You can also select which day of the week(s) the event occurs.
Yearly: Use for events such as new student orientations that occur a few times per year. Like the other options, you can select the monthly and weekly timings too when selecting this longer timeframe.
Full Day Event
Set as “no” to give start and end times for the event. Set as “yes” for it to show as occurring all day.
Start and End Time
Tell your attendees when to arrive, and when to expect the event to conclude. You can select time in 15 minute increments.
Start Date and End Date
Set when the event should start on the schedule we set above and when it should end. These dates are like bookends to the timing we specified in the period of time section. You can type your date (in "m/d/yyyy" format) or use the dropdown to select a date from the calendar widget.
Number of Attendees
Do you want to limit the number of attendees that can register for each event occurrence? Simply type the maximum number of attendees for this event here. See Add a Signup Form for more information on registration.
Note: This is a per event date limit, not total for all dates. That is, if you specify an event that occurs only once per week and has its "Number of Attendees" set to 15, each weekly occurrence can accept 15 registrations.
- When you're finished, click Add Date. All dates that your event is set to repeat on are now published.
But wait … is there one or more dates within the timeframe you’ve set up in which the event will not occur? For example, when campus is closed for holidays or other circumstances. Read below about how to handle those cases using exclusions.
Rather than creating more event dates to accommodate a few days when your repeating event will not occur, use exclusions. Exclusions allow you to not publish certain event dates so that they can’t be seen or registered for (if signups are turned on). Let's see how.
- From the Event Date(s) tab, select Exclusions and then click the Add Exclusion button.
- In the Exclude Date window, choose either a single date to exclude or a range by selecting start and end dates to exclude. Note: This excludes dates based on their start time. If you have a multi-day event that you wish to exclude make sure to include it's start date in the exclusion.
- Once you have set the dates you no longer wish to appear on the calendar or allow registration for, click Save. Your excluded date(s) will be listed here and no longer displayed on the site/calendar.
An Example: Twice Daily Campus Tour Running for One Year
Let’s build some dates for a typical event so you can see how repeatable dates all come together.
Say we're going to run 1-hour long campus tours that can have a maximum of 10 attendees. They will happen twice a day (morning and afternoon) on Monday, Wednesday, and Friday until the end of this year. These events will begin in June. To make it a little more interesting, let's say we can't run these tours in August.
In order to schedule these dates correctly we need two separate repeatable events: one for the morning and one for the afternoon tour. Let’s take it step by step.
1. Once we open the Repeatable Date Event window we need to enter the timing.
Because we need to skip a month we will select the Yearly option, then select every month except August starting with June (since we won't start the event until then). The week of the month makes no difference to us, so we choose to run the event on all weeks. Finally, we select Monday, Wednesday, and Friday for the days.
2. This is not a full day event, so we won't touch that toggle.
3. Our start time for the morning event will be 10:00 AM and the end time is 11:00 AM.
4. We want to run this event from June through December, so we set the start and end dates to include all of our events. In our case, December 31 is a Sunday, so our event wouldn't run that day anyway since it's only set for Monday, Wednesday, and Friday.
5. Lastly, we set the number of attendees to 10 and click Add Date to complete the process. And look! We’ve created our morning tours for the rest of the year!
To create afternoon sessions, you would follow the same steps, changing the start and end times in Step 3 to match your afternoon tour time. This is what it would look like on the site.
Adding an Exclusion to Our Example
Let's take it a step further as we just remembered that campus is closed the week of Christmas and we need to exclude those dates from registration. So we:
- Click the Exclusions tab and then click Add New Exclusion.
- Select date range and choose 12/25/17 for the start date and 12/29/17 as the end date.
- Click Save.
To make sure we’re all set, we’d check the event page again to be sure our dates have been removed from the list of available dates.
Repeatable date events like the one in this example have many date occurrences. Instead of listing them all, visitors can use filters to find the date they’re interested in. To learn more about your public event page, see Event Page.