Events can be recurring or non-recurring.
An event template is created for each event. This contains the date/time of the event, the recurring pattern (if needed) and the teams that are required for the event. See Add teams to the event template below.
You can add new instances of a non-recurring event using the template you have created, for example you might run a coffee morning at different (non-recurring) dates throughout the year.
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Create a recurring event template
- In the Events screen click Add new
- Give the event a name
- Leave the “Recurring” box ticked
- Set the start and end time of the event – the end time is for information only, the default is 1 hour from start time
- From the drop-down list select the Repeat pattern (recurrence)
- Select the date for the first occurrence of the event – if asked.
The event will appear on the list of events with the date of the next occurrence shown.
Create a non-recurring event template
- In the Events screen click Add new
- Give the event a name
- Untick the “Recurring” box
- Select the date of the event
- Set the start and end time of the event – the end time is for information only, the default is 1 hour from start time
The event will appear on the list of events with the date of the next occurrence shown.
Add teams to the event template
- On the Events screen, select the event you want to work on
- Click Add team
- Select team from drop-down list
- Select the number of people you need in the team. If it is a single role team the default is 1, if it is a multi-role team select the number of people you want in each role. If you don’t need a particular role set the number of people to 0 (zero). For example you might not need drums or bass at an acoustic evening service so set the number of people to 0 for drums and bass role.
IMPORTANT: When you change the number of people the change will not be reflected in the rota until you click on “Recreate rota” for that team, to generate the correct rota.
Editing the event template
If you make changes to the event template, for example change the recurrence or add future events, you can click on the “Re-create upcoming”. Warning – this will delete the previous instances of the event and create and update the instances in line with the edits you made to the event template. This will update all the rotas for that event.