Overview
This article covers adding date(s) and times or occurrences after an event has been created. When adding dates to your events, you can add single or repeatable dates, and we'll cover each below. Additionally, you can set date exclusions for things like campus closures to block off a date or date range so repeatable events are not published on those dates.
Single Date vs. Repeatable Dates
The event will happen only once or more than once but at different times that don't follow a weekly, monthly, or yearly pattern. With this option, you'll add each occurrence manually and can associate multiple dates with a single event. Single Date is ideal for events like orientation, where each session occurs at different times.
The event will happen more than once on a consistent weekly, monthly, or yearly basis at the same time for the same duration. The Repeatable option simplifies scheduling by automatically duplicating one event date across your chosen period, making it perfect for regularly scheduled events such as weekly campus tours.
Adding an Occurrence
You can add as many dates as you'd like by following the steps below:
Navigate to Engagement > Events > All Events.
Click on your event's name or the pencil icon to open the editor.
Click the Add a Date button at the bottom of the page.
Select Single Date or Repeatable Date.
Configure the event occurrence details and configuration outlined in the next section.
Once you have configured the details based on your date type, click Add in the top right corner.
You will now see the date in the list of Event Dates.
If you need to add occurrences, repeat the above steps.
Occurrence Details + Configuration
Period of Time (Repeatable Dates only) | Weekly: Events that occur every week. This setting allows you to schedule your event for one or more specific days within the week. It's ideal for events that must be repeated on certain days every week.
Monthly: Events that don't occur every week but more sporadically, such as bi-weekly or on specific weeks of the month. You can specify both the week(s) of the month (first, second, third, fourth, fifth) and the day(s) of the week (Monday through Friday) on which the event will take place. This option suits events with a regular monthly pattern but less frequent than weekly events.
Yearly: Events that occur annually, allowing you to select the month(s), week(s) of the month, and day(s) of the week the event will happen. This configuration is perfect for events tied to specific annual dates or periods, like annual festivals or yearly academic events. |
Start Date | Select the date the event will begin by clicking the calendar or type your date in "m/d/yyyy" format. |
End Date | If your event occurs on only one day, set this to the same date as the Start Date. If the event spans multiple days (orientation, for example), enter an End Date. |
Full-Day Event | If your event has no start and end time, click this slider to the "Yes" position. If not, move on to the next item. |
Start Time/End Time | If you did not select 'full-day event,' the option to choose your event's start and end times will appear. You can select time in 15-minute increments. |
Number of Attendees
Number of Attendees
The Number of Attendees setting allows you to limit the number of attendees that can register for your event and trigger an automatic closure of the registration form once that number has been reached. If set, this will override the default limit specified in the Signups tab.
This is a per-occurrence limit. For example, if you have an event that occurs once per week and its Number of Attendees is set to 15, each weekly occurrence will accept 15 registrations.
Additionally, the event landing page has an "available spots" feature that lets attendees know how many spots are available. The number of available spots is displayed on the event landing page and automatically updates as attendees register. This cannot be disabled at this time. If an attendee limit is not set, the landing page only displays "Available Spots."
If you want the event registration form to close automatically once a certain number of attendees have registered for this specific event date/time, you can input a maximum number of attendees here. If you are allowing attendees to add guests, be sure that number is included in your count.
If you want to close event registration yourself or allow unlimited signups, leave this field blank.
Events without Registration
If you add an attendee limit, it will display on the event landing page, letting attendees know how many spots are available. Since signups are disabled, that number will not update unless you manually change it.
Number of Guests
Number of Guests
When registering for an event, you can allow attendees to add a guest count to their registration. This setting facilitates that feature.
How does it work?
In the 'How Many People Are Attending' field on your event sign-up form, attendees will see options up to your set guest limit plus one—that extra one is for the attendees themselves. For instance, choose a limit of 2 guests, and the options will be 1, 2, or 3. This lets your attendees indicate if they plan to attend alone or bring guests within the limits you've set.
To allow guests to be added:
Input a value for the 'Number of Guests' limit.
Note: This will override your default limit specified in the Signups tab.
To disallow guests from being added:
Leave the 'Number of Guests' field blank.
When this is the chosen route, the 'How Many People Are Attending' field on your event sign-up form will be hidden since only the attendee is registering.
Repeatable Events - Date Exclusions
You can add a date exclusion if you want to exclude specific dates from your repeatable events (e.g., campus closures).
Navigate to Engagement > Events > All Events.
Click on your event's name or the pencil icon to open the editor.
Click on Event Date(s) in the left-hand menu from the Event Overview tab.
Click on the Exclusions tab.
Click Add Exclusion.
Select the type: single date or date range
Use the date picker to select the date(s) you wish to exclude.
Time Zone
The Time Zone tab allows you to change the time zone for your events. By default, it is set to your institution's time zone, but you can update it here.
Editing + Deleting Event Dates/Times (Occurrences)
To edit a date/time, click the pencil icon.
To delete a date/time, click the trash can icon.
🛑 You're not done! If you are creating an event, you still have several more steps to complete before your event is ready to publish. If you enabled signups for your event, explore the article Creating an Event Registration Form + Payments next. If you are not requiring signup/registration, check out the Event Page article next.
The Events Module is only available with the Element Engage package.