Working with multi-date event sequences

In this article

Changing details for an event sequence
Adding a sequence event image
Adding dates to a multi-date event sequence
Adding dates to a standalone event
The impact of event sequence changes on linked bookings
Cancelling an event sequence

Having created an event it's not uncommon to need to subsequently make changes to the event details. This is easy enough for an individual event, but what about events that are part of a sequence, where sometimes you want the changes applied to the sequence? That too is easy - here's how...

A note about intended functionality...

You cannot modify the pattern of dates that an event sequence follows - in this scenario you would need to re-create a new event sequence, perhaps by duplicating from an existing event and then specifying the revised sequence Frequency and Repeat until date.

You can, however, modify the event Name, Times, Location, Site, Category, Status, Description, Visibility settings, Sign Up settings and Capacity and apply the changes to all future dates in the sequence - explained in this article. You can also make sequence changes to event images.

You can modify the Date of individual events within a sequence without affecting the other dates in the sequence or the sequence pattern. You can also delete dates from a sequence and leave the rest of the sequence unaffected.

Where Sign up to the sequence is enabled, tickets, questions, sign-up confirmations and event capacity are added once and match for the sequence. Deleting tickets, questions and sign-up confirmations deletes them from the sequence, but you cannot delete tickets that already have sign ups. Sign-ups are added to the sequence, so deleting an event date will preserve the sign ups against the sequence until the last remaining date in the sequence is deleted.

Where Sign up to the sequence is not enabled, tickets, questions, sign-up confirmations and event capacity are added uniquely to each sequence event date, with the option to also add them to all events in the sequence. Deleting tickets, questions and sign-up confirmations only deletes them from the event date being viewed. Sign-ups are added to the relevant event date within the sequence, so deleting a sequence date will delete the sign ups associated with that event date. You cannot delete tickets that already have sign ups.

Where Sign up to the sequence is subsequently disabled, the tickets, questions, sign-up confirmations and event capacity are added individually to each event date in the sequence so that they become unique to each sequence event date.

Where Sign up to the sequence is subsequently enabled, the tickets and questions all merged and added against the sequence. The sign-up confirmation and event capacity of the event being viewed is applied against the sequence.

Changing details for an event sequence

To update the Name, Start Time, End Time, Location, Site, Category, Description, Visibility, Sign Up settings and Sign Up Capacity for an event sequence, select to Edit the event and make changes as appropriate. Before saving the changes, which up to this point would only update the information for this one event date within the sequence, notice the Update sequence option. To apply the changes to all events in the sequence, check the box and save the changes - the changes are applied to all future events from today's date (not all future dates from the event date being edited).

Changes made are added to the Changes log in the Recent Activity section at the bottom of each event's "View" page in the sequence.

Adding or editing a sequence event image

For multi-date events that are part of a sequence, from any event's "View" page in the Calendar module, hover your cursor over the event image avatar to surface the pencil edit icon. Click the pencil edit icon.

On the image uploader, select between Replace sequence image and Replace event image. Replacing a sequence image will apply to all future dates in the sequence from today. Replacing an event image will just apply the image to the current event date being edited. Simply drag and drop a suitably-prepared image onto the drop-zone, or click to browse and select the image file. For the best results, and to ensure that important information or image details are not cut out, cropped or distorted when the image is displayed on the Event Page, make sure the image is prepared in a 16:9 ratio (e.g. 1280x720px). For help in calculating the aspect ratio of your image use this handy calculator.

The image is uploaded and immediately applied to the event or sequence - job done!

Having added an event image, notice the additional image avatar options to view and delete an event image.

For sequence events, deleting an image will clear the image from all dates in the sequence.

Adding dates to a multi-date event sequence

You can easily add dates to an existing multi-date sequence. From a sequence event's "View" page, select Add to sequence from the Add button.

The Add to sequence pop up opens, pre-populated with all the existing event information. Be sure to change the event date to reflect the new date you are adding to the sequence. Notice also the options to select Event repeats, which can be used to add a sequence of dates to the existing sequence; and also the Update sequence option, which will apply changes to the new sequence event's Name, Start Time, End Time, Location, Site, Category, Description, Visibility, Sign Up settings and Sign Up Capacity to the existing events in the sequence.

Save the changes when complete and the additional event date(s) are created and added to the existing sequence.

Linked to a booking too?

If the existing event sequence has linked bookings, the newly-added sequence date(s) now need a linked booking adding to match. Follow the instructions in the related support article Linking bookings and events.

Adding dates to a standalone event

You can easily add one or more dates to a standalone event and turn it into an event sequence. The process is identical to adding dates to an event sequence. Select Add to sequence from a standalone event's "View" page in the Calendar module.

Then, simply follow the same process outlined in the previous section - remembering to change the event Start date and End date for the new event you are adding to the sequence. Notice also the options to select Event repeats, which can be used to add a sequence of events to a standalone event; and also the Update sequence option, which will apply changes to the new sequence event's Name, Start Time, End Time, Location, Site, Category, Description, Visibility, Sign Up settings and Sign Up Capacity to the existing standalone event.

The impact of event sequence changes on linked bookings

When editing event sequences, it's worth considering the consequences on any linked bookings. Linked bookings are shown on the right hand side of the event page (and vice versa if you are in the Bookings module where you'll see linked events when viewing the booking). You can easily click through to the respective booking from here.

Changing an event's date or time will not update the linked booking date or time (or vice versa). However, the booking will remain linked - even if the event dates/times change - and a mismatched booking/event warning is displayed on the event's "View" page and the linked booking's "View" page, prompting you to make an update.

When viewing the Events section of the Calendar module, events with linked bookings are distinguished with a B, so you can easily identify those events that still need a linked booking to be added.

Cancelling an event sequence

An event's Visibility settings always apply, regardless of event status. In this way you can optionally leave a cancelled event visible so that people can see the event's updated status when clicking through from your event calendar. While an event has a Cancelled status you will not be able to send event invites, use event check-in, share the event on social media or access the event page to sign up.

For events with a Pending or Confirmed status you can easily Edit an event and manually update the visibility settings and status to Cancelled, or for Confirmed events, click Cancel.

On the Cancel pop up, review the event's existing Visibility settings and update where appropriate. For sequence events you can tick to Update sequence - this will update all sequence dates, past and future (see the support article on Using batch actions in the Calendar module for details on how selectively cancel just certain dates in a sequence). Click Confirm to close to pop up and process the changes.

The event updates to a Cancelled status.

A cancelled event can easily be reinstated by editing the event and updating the event Status and Visibility fields.

Note: Cancelling an event does not affect existing sign ups - you can manually process refunds for paid sign ups based on your organisation's internal refund policy and T&Cs. You can also communicate to existing sign ups to let them know the event is cancelled.

Cancelled events are easily distinguished throughout ChurchSuite in a strikethrough font. Since we can't strikethrough the event name in iCal feeds, we prefix the name with [X] e.g. '[X] The Alpha Course Online'.

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