Recurring Event: Step-by-Step

When you first create a new calendar event, the Event Info tab helps designate the introductory information for your event, such as Event Title, Time, and Contacts. It also lets you determine frequency of your event, and privacy of the event posting.

When you first create a new calendar event you will be prompted to create a Single, Recurring, or Multi-Session event.

• A “Single” event is an event that only occurs once.

• A “Recurring” event is an event that will occur on a regular schedule, such as a weekly staff meeting, or monthly speaking engagement.

• A “Multi-Session” event is a single event that may span for one or more days and consists of shorter “sub-events” or sessions, for instance a conference or retreat.

This document is a step-by-step guide to adding a Recurring event to the Calendar.

Table of Contents

Step 1: Event Information Section

Open

The event information section for a Recurring Event. Starred fields are required.

1. Select Recurring Event in the Choose Event Type section for a recurring event (yellow above).

2. In the Event Title field, input the name of your event (blue above).

3. In the Event Sub Title field, input a sub-title for the event, if needed (blue above).

4. For your Event Status, use the dropdown to let attendees know if your event is Confirmed, Tentative, or Cancelled (blue above).

5. In the Slug field, create a unique slug for this event and confirm it is not yet use before proceeding (blue above).

6. In the Start Date field, choose on what day your event reoccurrence will start (green above).

7. In the End Date field, input when your event reoccurrence conclude (green above).

   • Select End After if your event cycle will end after a certain number of occurrences and input the number of total occurrences into the box.

   • Select End By If your event cycle will end at a specific date and input the end date for your recurrence.

8. Use the Recurrence Pattern section to determine the frequency of your event's recurrence (Daily, Weekly, Monthly, Yearly) and on which days (green above).

9. Enter the beginning and end times for your event into the Event Time field (green above).

   • If your event lasts all day, select the checkbox next to All-Day Event and then proceed to designate your event's start and end dates.

10. To designate an Event Contact, click the Add New button in the Contacts section (red above).

11. Once you’ve designated your contact, click Add to add them as a contact for your event.

Once you have inputted this information, click Continue at the bottom of the section.

Event Content

Step 2: RSVP Section

Open

The RSVP section of the Event Editor.

1. If attendees are required to RSVP, you can add the RSVP URL in the RSVP URL field.

   • You may want to designate someone who can receive the RSVPs to your event in the RSVP Contact field.

Step 3: Location Section

1. To add an event location, use the Location field.

   • If you need more information on assigning an event location, please read these instructions: https://ysmweb.atlassian.net/wiki/spaces/HELP/pages/1711800361/Event+Content#Assigning-an-Event-Location.

Step 4: General Information Section

1. In the Event Type field, click Add New and use the dropdown menu to indicate into which categories your event falls (yellow above).

2. In the Audience field, use the dropdown to select who is welcome to attend this event. (yellow above).

   • Please see our instructions for more information about what each audience option means.

3. In the Cost section, use the drop down menu to indicate whether the event is Free or includes Admission Fee (yellow above).

   • If your event has specific admissions requirements, these can be added in the Admission Type field (yellow above).

4. Add a description of your event to the Description field (yellow above).

Step 5: Refreshments Section

1. In the Refreshments section, indicate the food that will be served at your event, and any subsequent notes about the selection, if applicable.

Related Materials

Step 6: Media Section

The related materials section allows you to add supplementary materials to your event for the benefit of your attendees. These items are optional, but providing them can give you an extra opportunity to both advertise your event and prepare attendees for your event.

1. To add a thumbnail or flyer for your event, drag and drop the file you would like into the Thumbnail Image or Flyer section (yellow above).

2. To add other media to a gallery for your event, click Add media to gallery (blue above).

Step 7: Related Materials Section

The related materials section allows you to add supplementary materials to your event for the benefit of your attendees. These items are optional, but providing them can give you an extra opportunity to both advertise your event and prepare attendees for your event.

1. To add related links pertaining to your event, click Add New, and input both the full URL and the display title for the link (blue above).

2. To add a related document for your event, drag and drop the file you would like into the Related Documents section, and enter a display title if desired (blue above).

3. To add Related News click Add New, and use the available filters to add the desired news article to your event (blue above).

Step 8: Event Occurrences Section

The Edit Occurrences section allows you to select and edit single occurrences in an event series - in the event that details for this instance of the series are different than the series itself.

1. In the Edit Occurrences section, click the occurrence of the event you want to edit.

2. Navigate to any section of the event that needs updated details.

   • Please note that because the event is part of a series, not all fields are available to be edited.

   • If at any time you would like to navigate back to the original Recurrent event, click on View Full Event Series on the right of the page.

3. When you are finished editing the instance of your event, navigate to the Publish Info section, and click the Publish button.

Step 9: People & Calendars Section

1. Choose whether your event will be Public or Private in the Event Sharing section (yellow above).

2. You can add Tags to your event so that people can find articles related to your event (blue above).

3. Use the Add New button in the Speakers section to add any speakers that may be coming to your event (green above).

4. Use the Add New button in the Hosts section to add any internal or external hosts for your event (green above).

5. Use the Add New button in the Host Organizations section to add any host organizations for your event (green above).

6. Use the Your Calendars, Popular Calendars, and Suggest to Calendars sections to suggest your event to Calendars (red above).

7. The Approval Status sections shows you the Status of the suggestion of the event on different calendars (red above).

Step 10: Publish Info Section

1. Before you publish your event you can view a draft, or preview, version of the event.

   • To do this, click the Preview Event button (yellow above).

2. To Publish your event, select the blue Publish button in the bottom left corner (blue above).