Purpose Statement

The recurring event functionality enables users to create events that repeat on specified schedules, from simple weekly or monthly patterns to complex custom sequences. This feature streamlines the creation of regular training sessions, meetings, inspections, and other departmental activities while maintaining precise control over scheduling patterns and end dates.

Background Information

Recurring events eliminate the need to manually create multiple individual events for regular activities. The system provides seven different recurrence options, ranging from standard weekly/monthly patterns to highly customizable sequences that can accommodate irregular departmental schedules.

The recurrence system works in conjunction with the standard event creation process, adding scheduling automation while preserving all event configuration options including checklists, participants, and resource assignments. This functionality is particularly valuable for training programs, shift meetings, equipment checks, and other routine departmental activities.

Required Permissions

Based on the system permissions structure, users need the following permissions to create recurring events:

Required for Basic Event Creation:

• Events > General > Events
• Events > General > Event - Create Event Entry

Required for Advanced Event Configuration:

• Events > General > Add Event From Template (if using templates)
• Events > General > Create Recurrence (for recurring events)

Note: Event creators automatically have the ability to configure all aspects of events they create, but some advanced features may require additional administrative permissions.

Video

Step-by-Step Guide

Setting Up Basic Event Information

Accessing Event Creation

1. Navigate to the Events and Activities Module
   • From the main navigation menu, select "Events and Activities"
     
   • Select "Event List" from the module options
     
     
     
     
     
     
2. Start Event Creation
   • Click "Create New Event" to open the event creation window
     

Configuring Required Event Fields

1. Enter Event Name
   • Provide a clear, descriptive name for the event
   • Use naming conventions that help identify the event type and purpose
2. Select Event Type
   • Choose an event type from the provided dropdown list
   • Event types are pre-configured in the Events and Activity setup section
3. Set Start Date and Time
   • Select the event start date using the date picker
   • Set the specific start time for the event
4. Set End Date and Time
   • Select the event end date using the date picker
   • Set the specific end time for the event
     

Setting Event Timing Options

1. Configure Standard Timing
   • Set specific start and end times for regular events
   • Ensure times align with department scheduling and operational requirements
     
     
     
     
     
2. Create All-Day Events
   • Toggle "All-day event" to mark events that span entire days
   • This grays out both start and end time fields
     

Enabling Recurring Event Functionality

1. Activate Recurrence
   • Toggle the "Recurring event" option to enable recurrence settings
   • This displays the new "Reference Type" field for schedule selection
2. Access Recurrence Options
   • Review the seven available recurrence types
   • Select the option that best matches your scheduling needs
     

Understanding Recurrence Type Options

1. Custom Recurrence
   • Displays a list of 24 consecutive days (expandable to 29)
   • Select days in any order or sequence for irregular schedules
   • Important: This is not a calendar - Day 1 correlates to your chosen start date
   • Example use: Events that occur on irregular patterns like "Day 1, skip 3 days, Day 5, skip 2 days, Day 8, then Days 14-15"
     
     
     
     
2. Custom Monthly Recurrence
   • Displays Monday through Friday with weekly occurrence options
   • Options for each day include: First, Second, Third, Fourth, Every, and Last
   • Example use: "First Monday and Every Saturday" during the specified date range
     
     
     
     
     
     
3. Standard Recurring Options
   • Every Monday: Event occurs every Monday within the date range
   • Every Friday: Event occurs every Friday within the date range
   • Every Quarterly: Event occurs every three months
   • Every Six Months: Event occurs twice yearly
   • Every Year: Event occurs annually
     

Setting Recurrence End Dates

1. Define Specific End Date
   • Use the standard end date field to limit recurrence duration
   • All recurring events will stop after this date
2. Enable Open-Ended Recurrence
   • Toggle "No end date" for indefinite recurrence
   • This grays out the end date field
   • Caution: Use carefully to avoid creating excessive future events
     

Finalizing Recurring Event Creation

1. Review Configuration
   • Verify all event details and recurrence settings and ensure the pattern matches your intended schedule
   • Complete the event creation process and the system will generate all recurring instances based on your configuration

Best Practices

Do's

• Test custom recurrence patterns with short date ranges before creating long-term recurring events
• Use descriptive event names that indicate the recurring nature (e.g., "Weekly Safety Meeting")
• Set appropriate end dates for recurring events to avoid indefinite scheduling
• Consider department schedules and shift patterns when setting recurrence
• Use "Every Monday" or "Every Friday" for simple weekly recurring events

Don'ts

• Don't create open-ended recurring events without careful consideration of future impact
• Don't use complex custom patterns when simple standard options will suffice
• Don't forget that custom daily patterns start from your selected start date, not calendar dates
• Don't set end dates that are too restrictive for necessary recurring activities

Tips & Recommendations

• Use Custom Daily for irregular training schedules that don't follow standard weekly patterns
• Use Custom Monthly for events that need to occur on specific weeks of the month
• Start with shorter recurrence periods to test patterns before creating long-term series
• Consider seasonal variations when setting end dates for recurring events
• Use quarterly or semi-annual recurrence for compliance training and equipment checks
• Document unusual recurrence patterns in event notes for future reference
• Review and clean up old recurring events periodically to maintain system efficiency

Troubleshooting & FAQs

Q: What's the difference between Custom and Custom Monthly recurrence options?
A: Custom provides 24 consecutive days (expandable to 29) starting from your selected start date for irregular daily patterns. Custom Monthly allows you to select specific weekdays with occurrence frequencies (First, Second, Third, Fourth, Every, Last) for monthly scheduling.

Q: If I select "Day 5" in Custom recurrence, what actual date will that be?
A: Day 5 will be your start date plus 4 days. For example, if your start date is January 1st, Day 5 would be January 5th. The custom daily option is not a calendar - it's a sequence starting from your chosen start date.

Q: Can I create a recurring event that occurs on multiple different weekdays each week?
A: Yes, use the Custom Monthly option and select multiple days with "Every" frequency. For example, select "Every Monday" and "Every Wednesday" to create events that occur twice weekly.

Q: What happens if I enable "No end date" for a recurring event?
A: The system will continue creating events indefinitely according to your recurrence pattern. Use this option carefully as it can create many future events. It's generally better to set a reasonable end date and extend it later if needed.

Q: Can I modify individual instances of a recurring event series?
A: Each instance of a recurring event becomes an individual event that can be modified independently. Changes to one occurrence won't affect other instances in the series.

Q: How do I stop a recurring event series that has no end date?
A: You'll need to edit the original recurring event settings or manually delete future instances. It's recommended to set end dates initially to avoid this situation.

Q: Can I use recurring events with event templates?
A: Yes, recurring functionality works with event templates. Create your event from a template, then enable recurrence options to generate multiple instances with the same template configuration.

Q: What's the maximum number of days I can select in Custom daily recurrence?
A: The default shows 24 consecutive days, but this can be expanded to 29 days. You can select any combination of these days to create your custom pattern.

Related Articles