Recurring Events

Introduction

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

  1. 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.

  2. Have a complex recurring schedule? Using our advanced scheduling feature, you can get close to your unique reoccurring dates and times.

  • 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

The user needs to insert all the fields that they need to be copied over to the recurring events.

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.

How to create a recurring event

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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

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 events based on your Recurring Event's EZ Preset.

Note: if you set Schedule Status to anything other than "Draft" or "Generate" nothing will happen. These fields are meant to be automatically updated.

The EZ Preset process is used for creating simple Recurring Events.

  • EZ Preset: This field determines when the related events should be created.

    • Example: if you 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 is an optional field. This allows Recurring Events to copy over Event Items, Sessions, FAQs, etc. to all of the child events.

  • Count field will set the number of events to occur. This is set as a default to 12.

    • Example: If you set an event to occur daily, with a count of 5, the event will occur for the next 5 days.
  • Click "Save".

Optional Fields

  • Description (Internal) is used to set an internal-facing description of what the recurring event is for.

  • Event Name is to identify the name of the recurring event. Easy way to identify your master event apart from the recurring events.

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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

  • Click on any of the child event URL links.
    Any event where the Recurring Event field is populated.
  • Click the + icon on a desktop to view all of the recurring events.
  • Tap the + icon on a mobile or tablet device to view all of the recurring events.

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" fields. For those use cases, you will want to use the advanced fields.

You will still need to enter in all the required and optional fields above with the exception of the EZ Preset field. That field is being replaced by all the advanced schedule fields.

  • 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; Showing each Events End Date will be three weeks apart.

Open-ended Recurring Event

Open-Ended Recurring Event are events created over and over again, with no ending 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.

  • None = Recurring Event is not open-ended and will end after the number of completed Events match Count.
  • Keep One Open = After 1 Event is completed, another open Event is generated on the same frequency. To ensure that a new/active event will be added, set the Recurrence Method to "Keep One Open” and the Count to 1 or more.
  • Auto-renew = After all initial events are completed, the Recurring Event will generate the full Count again, such as 3 original, 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 12 counts. 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. Search for Custom Settings in Quick Find, under Setup
  2. Click "Manage" next to Blackthorn | Event Settings
  3. Update the Recurring Event Count field to the default number desired.

Delete a Recurring Event Records

What if I create 50 events, and don't want to manually delete them all? Glad you asked!

  1. Navigate to your Recurring Events record
  2. In the top right-hand corner there is options for:
    • Cancel
    • Delete
  1. Clicking Cancel will prompt selection of one of the three options below
    • Cancel will keep all of the events, and update the Recurring Event Status field to Canceled
    • Cancel & Unpublish will unpublish all events, and update the Recurring Event Status field to Canceled
    • Cancel & Delete will delete all events, and update the Recurring Event Status field to Canceled
  1. Delete will permanently delete all the events, as if they were never even there!

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