streamline scheduling for regular activities. Tourism operators can use this feature to automatically schedule weekly tours or monthly staff meetings, saving time and ensuring consistency.
Accessing this feature
To create a new recurring event, go to the Calendar module:
Click on Calendar in the main navigation.
From the Calendar view, select either:
Click the "Create New Event" button.
Click directly on a desired date or time slot within the calendar interface.
This action will open the Event Creation dialogue.
How to use it
Follow these steps to establish a recurring event:
Initiate Event Creation: Once the Event Creation dialogue is open, populate the essential details for your event. This includes the Event Title, a brief Description (optional but recommended), and the initial Start Date and Time, along with the End Date and Time for a single instance of the event.
Locate Recurrence Option: Within the Event Creation dialogue, locate the "Recurrence" section. This is typically presented as a checkbox or a dropdown menu labelled "Repeat" or "Set Recurrence". Select this option to reveal the recurrence configuration settings.
Define Recurrence Pattern: After enabling recurrence, you will be presented with options to define how frequently the event should repeat. Select the most appropriate pattern for your event:
Daily: Choose "Daily" if the event occurs every day or every few days. Specify "Repeat every X day(s)" where X is the interval (e.g., "Repeat every 1 day(s)" for daily, "Repeat every 2 day(s)" for every other day).
Weekly: Select "Weekly" for events that occur on specific days of the week. Specify "Repeat every X week(s)" to set the weekly interval (e.g., "Repeat every 1 week(s)" for weekly, "Repeat every 2 week(s)" for bi-weekly). Tick the checkboxes next to the specific day(s) of the week on which the event should occur (e.g., Monday, Wednesday, Friday).
Monthly: Opt for "Monthly" for events that repeat each month. You typically have two primary options here:
By Day of the Month: "Repeat on day X of every Y month(s)". For example, "Repeat on day 15 of every 1 month(s)" for an event on the 15th of each month.
By Day of the Week: "Repeat on the [First/Second/Third/Fourth/Last] [Day of the Week] of every Y month(s)". For instance, "Repeat on the Second Tuesday of every 1 month(s)".
Yearly: Choose "Yearly" for annual events. Similar to monthly, you may have options:
By Specific Date: "Repeat on [Month] [Day] of every Y year(s)". For example, "Repeat on January 1st of every 1 year(s)".
By Day of the Week: "Repeat on the [First/Second/Third/Fourth/Last] [Day of the Week] of [Month] of every Y year(s)". For example, "Repeat on the Third Monday of April of every 1 year(s)".
Set Recurrence Range (End Condition): Determine when the recurring event series should conclude. You will typically have three options:
Never: The event will repeat indefinitely. Use this for ongoing, permanent events.
After X occurrences: The event will repeat a specific number of times. Enter the total number of desired occurrences (including the initial event).
On date: The event will repeat until a specified end date. Select a calendar date for the final occurrence.
Review and Save: Carefully review all event details, including the recurrence pattern and end conditions, to ensure accuracy. Click the "Save" or "Create Event" button to finalise and add the recurring event to your calendar. The system will then generate all future instances according to your defined schedule.
Editing or Deleting Recurring Events: When modifying or removing a recurring event, the system will typically prompt you to choose whether the action applies to:
This instance only: Modifies or deletes only the specific event you clicked on, leaving all other occurrences in the series unchanged.
This and following instances: Modifies or deletes the selected event and all subsequent events in the series, but leaves previous occurrences untouched.
All instances in the series: Modifies or deletes every single occurrence of the event, past, present, and future.
Exercise caution when performing these actions, especially when choosing "All instances in the series," as this is a permanent change.
Tips
Plan Recurrence Carefully: Before saving, thoroughly review your chosen recurrence pattern and end conditions. Incorrect settings can lead to numerous unnecessary calendar entries or require extensive manual correction later.
Use Descriptive Titles: Assign clear and concise titles to your recurring events (e.g., "Weekly Team Stand-up," "Monthly Financial Review") to ensure immediate understanding of their purpose.
Set Realistic End Dates: For events with a finite lifespan (e.g., project meetings), always specify an end date or a maximum number of occurrences. This prevents clutter and ensures calendar accuracy once the event is no longer relevant.
Understand Edit Scope: When modifying or deleting, carefully consider whether you intend to affect only a single instance, the current and future instances, or the entire series. Making the wrong selection can inadvertently alter past records or future schedules.
Regularly Review Series: Periodically audit your recurring events to ensure they remain current and relevant. Adjust or delete any series that are no longer required to maintain an organised calendar.
Synchronise with External Calendars: If your platform supports integration, ensure your recurring events are correctly synchronised with any external calendars used by your team to maintain a unified schedule.
Need help?
For further assistance, contact us at [email protected]