Recurring Events
  • 14 Nov 2022
  • 5 Minutes to read
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Recurring Events

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Introduction

Recurring Events allow you to create a series of forward-looking, scheduled Events based on criteria you define through our easy preset or advanced fields. You can:

  • Create Events for different dates automatically. If you have consistent dates and times, you can create multiple Events within minutes instead of creating each one manually.
  • Have a complex recurring schedule? Using our advanced scheduling feature, you can get close to your unique reoccurring dates and times.

For example, if you want a campus tour to occur on the first Wednesday of every month, this can be configured. Continue reading to find out more!

Before you Create Recurring Events

Before creating the first Event, the user will need to add the fields that they need cloned to the Event object.

To review these fields please navigate to Setup > Object Manager > Event > Field Sets > Edit the Deep Clone Layout. Then, drag and drop the field in the field set and save.

before you create recurring events

Create a Recurring Event

Did you schedule the batch job?

Please make sure the following batch job is scheduled by clicking the Schedule Recommended Event Jobs button on the Blackthorn | Events Admin tab.

Blackthorn | Events Recurring Event Generate runs nightly @ 3:00 AM. Updates and creates Recurring Events with Recurrence Method = Keep One Open or Auto Renew

  1. Create a master Event that will be referenced when creating recurring Events. The master Event will be cloned when creating a recurring Event, and the dates will be updated based on the schedule defined.
  2. Click the Create Recurring Event button.
    create a recurring event 1

create a recurring event 2

Required Fields

Schedule Status: "Draft" and "Generate" need to be set manually (or defaulted).

  • To generate the Events for your Recurring Event, the Schedule Status needs to be set to "Generate". This triggers the system to create all Recurring Events based on your Recurring Event's EZ Preset.
  • If you set {variable.Field_RecEvent_ScheduleStatus}} to anything other than "Draft" or "Generate" nothing will happen. These fields are meant to be automatically updated.

EZ Preset: This field determines when the related Recurring Events should be created. For example, if you want an Event to reoccur every day, you would select "Daily" in this picklist.

First Event Start Date: This date determines when the first Event should start.

First Event End Date: This date determines when the first Event should end.

Clone Related Child Records (optional): This field allows Recurring Events to clone Event Items, Sessions, Event FAQs, etc. to all child Events.

Count: This field will set the number of Events to occur. The default is set to "12". For example, If you set the EZ Preset to "daily" and Count to "5", the Event will occur daily for the next 5 days.

Optional Fields

Description Internal: Use this field to set an internal-facing description about what the Recurring Event is about.

Event Name: Use this field to identify the name of the Recurring Event. This field offers an easy way to tell your master Event from the Recurring Events.

Avoid Duplicate Events

To prevent custom Recurring Events that are cloned from an Event in the Event Wizard from generating duplicate Events, please complete the following fields under the Recurring field on the Event Wizard.

  • First Event Start Date
  • First Event Start Time
  • First Event End Date
  • First Event End Time

View the Recurring Event

  1. Click any of the child Event Page URL links. (Any Event where the Recurring Event field is populated.
    view recurring event 1

  2. To see all Recurring Events when viewing a Recurring Event...

...on a desktop, click the + icon.
view recurring event 3


...on a mobile device or tablet, tap the + icon.
view recurring event 2

Create an Advanced Recurring Event Schedule

There are additional use cases where the Recurring Event's frequency needs to be more complex than what is provided in the EZ Preset field. For those use cases, you will want to use the Advanced Scheduling fields.

  1. Complete the required and optional fields described above with the exception of the EZ Preset field. That field will be replaced by the Advanced Schedule fields.
  2. For example, if your Recurring Event needs to create an Event once every three weeks, it would be set up like this:
    • Repeats = "Weekly"
    • Frequency = "3" (Each Events End Date will be three weeks apart.)

Open-ended Recurring Event

Open-ended Recurring Events are Events created over and over again, with no end date defined. The Recurring Event will continue until you close it.

The Recurrence Method field defines the type of open-ended Recurring Event you want.

  • Recurrence Method = "None"
    The Recurring Event is not open-ended and will end after the number of completed Events matches the amount in the Count field.

  • Recurrence Method = "Keep One Open"
    After one Event is completed, another open Event is generated on the same frequency. To ensure that a new/active Event will be added, set Recurrence Method = "Keep One Open" and the Count to "1" or more.

  • Recurrence Method = "Auto-Renew"
    After all initial Events are completed, the Recurring Event will generate the full Count again. For example, 3 original Events, now 3 new future Events.

Default Number of Recurring Events Created

If you consistently use the same number of Events, this section is for you!

By default, leaving the Count field blank will assign it to Count = "12". This means 12 Events will be created if that field is left blank. If you frequently schedule 4 Events per month, and want to skip filling out the Count field, you can follow these directions to achieve that!

  1. Click Setup, and search for "Custom Settings" in Quick Find.
  2. Click "Manage" next to Blackthorn | Event Settings.
  3. Update the Recurring Event Count field to the desired default number.

default number

Delete a Recurring Event Record

What if I need to delete 50 Events, and don't want to manually delete them? Glad you asked!

  1. Navigate to your Recurring Event's record.

  2. In the top right-hand corner there is options for:

    • Cancel
    • Delete
      delete recurring events 1
  3. Clicking the Cancel button will prompt selection of one of the three options below:

    • Cancel will keep all the Events and update the Recurring Event's Schedule Status to "Canceled".
    • Cancel & Unpublish will unpublish all Events, and update the Recurring Event's Schedule Status to "Canceled".
    • Cancel & Delete will delete all Events, and update the Recurring Event's Schedule Status to "Canceled".
      delete recurring events 2
  4. Delete will permanently delete all the Events, as if they were never even there.