To make an event repeat, turn on Recurring Event on the event form, choose Every Day, Week, Bi-Weekly or Month, set Repeat until, tick the weekdays for weekly or bi-weekly, and save. Equip creates one event per date in the background, each with the same registrants, reminders, location, files and settings. Later you can change or delete a single occurrence, or this occurrence and every future one.
Who can do this, and where
On the web, Calendar Supporter or Administrator permissions allow event work within the role’s scope. Deletion normally needs Calendar Administrator, but designated supporters can also delete qualifying events they created or whose participant creator is assigned to them. Account owners have full access.
In the mobile app: the event's creator can set a repeat when creating, and choose This event only or This and all future events when editing. Deleting in the app removes one occurrence.
Create a recurring event
Start a new event or select Edit Event on an existing one.
Turn on Recurring Event.
Choose Every: Day, Week, Bi-Weekly or Month.
Set Repeat until (required).
For Week or Bi-Weekly, tick the days (Su to Sa).
Select Add Event. A "Creating recurrences..." message shows while the dates are generated; large series take a moment.
The event page gets a Recurrences tab listing every date in the series.
Edit one occurrence or the series
Open the occurrence and select Edit Event.
Make your changes, including adding or removing registrants.
Leave Update Future Events off to change only this date, or turn it on to apply to this date and every future date.
Select Update Event.
With Update Future Events on, Equip rebuilds the future occurrences from this one. That means: the registrant list on every future date is replaced by this occurrence's list; reminders, location, files and settings are copied; check-ins already recorded on future dates are kept for the same people; and the event chat on each future occurrence is cleared. Past occurrences are never changed.
Delete one occurrence or the series
Open the occurrence, select the three-dot menu.
Choose Delete Event for this date only, or Delete Series for this date and all future dates.
Confirm.
Deleting cannot be undone. Deleting removes those events, their registrations with check-in and check-out times, their reminders, tasks from pending form or assessment requests, and their event chat. Submitted form and assessment responses are kept but no longer linked to an event. Synced calendar entries are removed and calendar feeds updated. Registrants are not notified of a deletion.
Limits and gotchas
Repeat until must be a date after the first occurrence. It is required whenever Recurring Event is on.
Only the first occurrence's start date and time define the pattern. Changing a later occurrence's time without Update Future Events moves that date only.
Someone registered for a single future date, or who registered themselves for one date in the app, is dropped if a staff member later saves an earlier occurrence with Update Future Events on. Re-add them afterwards.
Registering or cancelling in the app for This and all future events applies from that occurrence forward, never to past dates.
Imported spreadsheets can also create series (recur_every, recur_on, recur_until).
FAQ
How do I change the time of a whole series?
Open the earliest occurrence you want to change, edit the time, turn on Update Future Events and select Update Event. Earlier dates keep their old time.
How do I remove a participant from all future dates?
Open one occurrence, select Edit Event, remove them from Registrants, turn on Update Future Events and select Update Event. Past dates are unchanged.
Will deleting the series delete past attendance?
No. Delete Series removes only the occurrence you opened and later ones. Earlier occurrences and their check-ins stay. Delete Event on a single past occurrence does remove that date's attendance.
Why did check-ins disappear from a future date after I edited the series?
They should be carried over to the rebuilt date for the same person. If the person was no longer on the registrant list you saved, their registration and check-in on future dates were removed with it.
Can I add one extra date to a series?
Not from the series. Create a separate event for the extra date, or extend Repeat until with Update Future Events on.
Does a recurring event send reminders and data collection for every date?
Yes. Each occurrence has its own reminders and sends its own form or assessment request after it ends.
The app only deleted one date. How do I delete the rest?
The mobile app deletes a single occurrence. Use Delete Series on the web to remove this and all future dates.
Related
Add an event to the calendar
Who gets event reminders, and when?
How do participants and team members register for events?
Import events from a spreadsheet