Recurring Events
Recurring events allow you to create a series of events that repeat on a regular schedule. Instead of manually creating the same event every week, you set up the pattern once and SlotBase generates all the individual instances for you.
Recurrence Patterns
SlotBase supports four recurrence frequencies:
| Pattern | Description | Example |
|---|---|---|
| Daily | Repeats every day | Daily open play, 6--8 PM |
| Weekly | Repeats once per week on the same day | Tuesday night league, every Tuesday |
| Biweekly | Repeats every two weeks on the same day | Beginner clinic, every other Saturday |
| Monthly | Repeats once per month on the same date | Monthly mixer tournament |
Each recurring series also requires a recurrence end date, which controls when the series stops generating new instances.
Creating a Recurring Event
- Navigate to Events in the facility admin sidebar.
- Click New Event.
- Fill in all the standard event fields (title, resource, time, price, capacity, etc.).
- In the Recurrence section, select a frequency: Daily, Weekly, Biweekly, or Monthly.
- Set the Recurrence End Date -- the last date the event should occur.
- Click Save as Draft or Publish.
When you publish a recurring event, all instances in the series are created and published at once. Each instance blocks its own time slot on the assigned resource.
Parent and Child Events
Recurring events use a parent/child structure:
- The parent event is the template that defines the series. It holds the recurrence pattern and shared settings.
- Each child event is an individual instance (a specific date) in the series.
This structure allows you to manage the series as a whole or modify individual instances independently.
Managing Individual Instances
Each child event in a recurring series is a standalone event that can be individually managed. You can:
Modify a Single Instance
- Navigate to Events and find the recurring series.
- Click on the specific date (child event) you want to modify.
- Edit the details (for example, change the capacity or description for that date only).
- Save your changes.
The modification applies only to that one instance. All other instances in the series remain unchanged.
Cancel a Single Instance
- Open the specific child event you want to cancel.
- Click Cancel Event.
- Confirm the cancellation.
Only that one date is cancelled. The rest of the series continues as scheduled. Registered players for that specific instance are notified by email.
Cancelling a single instance is useful for holidays or one-off conflicts. You do not need to cancel the entire series.
Cancelling the Entire Series
To cancel all remaining instances of a recurring event:
- Open the parent event (the series overview).
- Click Cancel Series (or cancel the parent event).
- Confirm the cancellation.
All future child events in the series are cancelled. Players registered for any of those instances receive email notifications.
Cancelling the entire series affects all future instances. Past instances that have already occurred are not modified.
Registration and Recurring Events
Each instance in a recurring series has its own independent registration:
- Players register for individual dates, not the entire series.
- Each instance has its own capacity and waitlist.
- A player can be registered for some instances and waitlisted for others.
If you want players to sign up for an ongoing program rather than individual sessions, consider using Programs instead of recurring events. Programs handle enrollment across multiple sessions as a single unit.
Recurring Event Scenarios
| Scenario | How to Handle It |
|---|---|
| Weekly Tuesday clinic for 3 months | Create event, set Weekly recurrence, end date 3 months out |
| Daily open play except holidays | Create Daily series, cancel individual holiday instances |
| Biweekly tournament, one date needs more capacity | Edit that child event's capacity independently |
| Cancel rest of series mid-way | Cancel the parent event to stop all future instances |
Limitations
- You cannot change the recurrence pattern after the series is created. To switch from weekly to biweekly, cancel the existing series and create a new one.
- You cannot change the resource for individual instances. All instances use the same resource as the parent.
- The recurrence end date can be extended by editing the parent event, generating additional instances.