Create Event Part II: Schedule Settings (Required)

Events: Create Event Part II: Schedule Settings

1. This tutorial continues the process of creating an event and covers the configuration event set up Tab 2: Schedule Settings. For the previous steps, see the Create Event Part I tutorial.
2. After saving and proceeding from the Event Details screen/tab, you will be taken to the Schedule Settings tab for the event.

   

3. Start by setting the event’s start and end dates, as well as the time of day the event will start and end.

   

4. The event start and end date represent the first time attendees will show up at your venue and the first time they will leave. If this is a multi-day event, the start and end time represents THE FIRST DAY/SESSION. You will indicate the last day/session in the repeating schedule settings below. For example, if you have a class that meets every Wednesday starting on February 22nd and ending March 31st, the event start AND end date would be 2/22. The last date would go in the repeating event schedule area (repeat until field). The start and end dates will almost always be the SAME day/date; it is only the time that will vary.

   

5. If desired, you may hide the end date for the event from your public site. Reasons to hide the start date/time include if the event does not have a particular start time (an all day or ongoing event) or if you don't want people who haven't registered to show up (event start date/time will be provided in an event registration confirmation instead). Reasons to hide the end date/time is if you want to leave the end time open-ended (such as for a gala or festival that won't end until everyone is ready to go home).

   

6. For events that will repeat at regular intervals, click the “Yes, this Event Repeats” slider, and you will be provided with further options.

   

   

7. First start by specifying if the repeating events are part of a Single Event With Multiple Dates (with a single registration) or if they will be separate Repeating Events, each with separate registrations. An example of a Single Event with Multiple Dates would be a class, a weekend retreat, or a week long conference. An example of a Repeating Event is an open house, an open mic event, board meeting, or committee meeting (these events repeat on a set schedule but each meeting is discrete/self-contained and there may be different attendees at each event).

   

   

8. If you select Single Event with Multiple Dates, you will have the option to Register attendees for all dates (including past dates) (use this option if someone is registering mid-session and you want their name/attendance data to go back to the event start) or for dates moving forward only (use this option if someone is registering mid-session and you only want their name/attendance data to show up from the point of registration forward).

   

9. Next, specify the frequency of recurrence as either Daily, Weekly, Monthly or Other.

   

10. With the Daily recurrence, set the number of days in between each occurrence, including the day of the event as one of those days.

    

11. With the Weekly option you will again specify the time between, but will also be able to specify which days of the week, the event will fall upon.

    

12. Monthly, will allow you to either specify the day of the month, or certain days of the week, in relation to the to their position in the month.

    

    

    

    

13. Other allows you to set irregular schedules, by setting the exact dates of recurrence, as well as customized times.

    

14. When using the Other option click the Add Other button, and set the From and To date and times for each date and time you wish to add. Continue clicking the Add Other button" to add as many dates as necessary. If you need to erase a date, click the trash can to the right of the date.

    

15. Lastly, set Repeat Until date. This is the last date your event will occur on/attendees will meet.

    

16. When you have finished configure the event schedule, to proceed to the next step of creating registration types, click the Save button in the lower right to save and exit (you can access your event to continue editing on the Drafts tab of the Events Index screen or click the Save and Proceed button to move on to the next step of event configuration.

    

17. In the next tutorial we will discuss how to configure the registration types that event attendees can be registered for.