Everything You Need to Know About Recurring Events in One Step-by-Step Article
Recurrence Masters are much more than a recurring event – a Recurrence Master is a template from which you can create future events (called “Instances” in VolunteerHub) in a few simple clicks without having to recreate the same event over and over. You can create one instance at a time for events not occurring on a schedule, or create a full year’s worth of events. In addition, Recurrence Masters give you the ability to edit all future instances created from that Master at once.
This guide explains how to:
- Create Recurrence Masters
- Add Instances to an Existing Master
- Edit Individual Instances
- Edit All Future Instances
- Delete All Future Instances
- Creating a Copy of a Master
To create a Recurrence Master, simply click on the Create Event button on the Dashboard or after selecting a specific Event Group. Then, on the next screen, select “Recurrence Master” from the Event Type field.
The Starting Date/Time and Ending Date/Time fields will not appear when “Recurrence Master” is selected. The date(s) and time(s) of any instances for this Master will be selected in the next step.
Once you’ve entered the details for the Recurrence Master and saved the event, you will be taken to the Instances page to select the date range and start/end times for all future instances of the event. Now you can activate future instances of the Recurrence Master by selecting the desired recurrence pattern and frequency.
Once you’ve created a Recurrence Master, you can add more instances at any time, even if you’ve previously created instances for that Master. Recurrence Masters are meant to be created as a template and reused as needed to speed up event building.
To add instances, simply navigate to the Recurrence Masters tile and select the desired Master. Click Add Instances. You can create instances in addition to the ones you’ve already created. You can add a few instances for next week or create a full year’s worth of events! After you have entered your chosen Times, Pattern, and Dates, click Add to add those instances.
After adding new instances to a Recurrence Master, you still have the option to edit the details of a specific instance. To do so, click on the name of the instance (either from your Events page or from the list of instances provided in the Recurrence Master’s page) and click Edit.
Any details that can be edited for the specific instance will have a “Detach” icon – click the broken chain (left) for the details you’d like to change, make your adjustments, then click on Save. Any “detached” details you change will not affect other instances of the Recurrence Master.
Date & Time settings of an individual event within a Master do not have a detach icon, as they can freely be adjusted.
There are two ways to edit existing future instances of a Recurrence Master. The first is to edit the general event details of the Master, and the second is to edit the start/end times of the existing instances.
Change the Event Details
To edit the event details, such as descriptions, location, registration details and automated event emails, navigate to the Recurrence Masters page and select the Recurrence Master you’d like to edit. Next, click on the Edit button for that Master. When finished making changes, click on Save. Any changes will be applied to all future instances (including existing instances) of the Master. However, no changes will be made to instances occurring in the past.
Change the Start/End Times
VolunteerHub allows you to have one instance per day for each Recurrence Master you create. This means you cannot create two instances in a single day; if a new instance falls on the same date as an existing instance, the system will overwrite the current instance with the new times.
To change the start/end times of all future instances of a Recurrence Master, navigate to the page for that Master. Click Add Instances, select the same recurrence pattern and date range as if you were recreating the instances you already have, but this time select different start/end times. When finished, click Add to overwrite the times of your existing instances with the new times. (No changes will be made to any existing reservations or registrations.)
You can easily delete all future instances of a Recurrence Master. This is useful if you create instances for the wrong date range or recurrence pattern and need to start over.
First, navigate to the Recurrence Masters page and click the ellipsis button next to the Recurrence Master for which you want to delete all instances. Select Delete Master – Don’t worry, you will reinstate the Master without losing the event details or previous events associated with that Master. This will delete all future instances only. In addition, if you are going to be recreating instances on specific dates, any registrations or reservations that already exist on those dates will be kept.
Next, go back to the Recurrence Masters page, click the filter, select Only deleted events, and press the filter icon again. Click on the ellipsis next to the Master you just deleted, and select Undelete Master to reinstate the Master (this will not recreate the future instances you deleted).
Now you can go in and add new instances to the Master as needed or save it for future use. If you add new instances on the same dates that were previously posted, any registrations and reservations will come back as well.
You can easily create a copy of an existing Recurrence Master, which is particularly useful for creating additional shifts for the same volunteer opportunity.
From the master you want to copy, click on the ellipsis, and choose Save Copy of Master. Then edit all the details in the copy to reflect your new event (e.g., change the Name of the event from "Copy of Food Sorting - AM Shift" to "Food Sorting - PM Shift").