Admins and Agents now have the option to create a custom series of events, wherein multiple dates can be hand-selected from a calendar. Three event occurrence types:
Single Event
Recurring Event
Custom Series
This is useful for events that recur, but not on a regular schedule, as well as events that take place over a range of dates. The Admins can create events in 1/2 the time, can easily make changes to connected events like adjust the start time and end time for each date as needed during the creation of the series or later for any connected event. This feature prevents confusing and disconnected activities.
The Event Occurrence Type section becomes available after the user selects the date/time for the event. Three radio button options:
Single Event
Recurring Series
Custom Series
Please note, when editing an existing event, a Recurring Series of events will not be able to be changed to a Custom Series. Likewise, a Custom Series cannot be changed to a Single or Recurring Series. The radio buttons will be disabled.
Changes between Single and Recurring Series will be supported.
The Single Event radio button can be selected in case of a single event that will happen only once on a specific time and day.
The Recurring radio button allows the user to set up an event as recurring daily, weekly, monthly, or yearly. When the toggle is on, the additional fields below are displayed.
Recurring Increment - Drop-down list where Daily, Weekly, Monthly, or Yearly can be selected.
Stop Repeating After - This is the last date that will be included in this recurring cycle. This date must be less than 1 year for Daily/Weekly or 5 years for Monthly/Yearly recurring increments.
Depending on the Recurring Increment selected, additional fields will be displayed.
Daily:
If the user selects a Daily increment, it can be used to schedule a recurring series of events for several days. It can also be used to schedule a blocking event (Holidays, School Closures, Maintenance, Construction) for the whole location or district for several days.
Weekly:
Which Days?* - The field is multi-select and indicates the days each week for the occurrence of the event
Monthly:
If the user selects a Monthly increment, the system will set the event to repeat every month on the month/date/time that was originally selected. For example, a recurring series of events may now be created for a frequency of "Monthly on the first Monday" of every month.
When selecting Monthly increment and other required field will display: Repeat On. This field will become available where, in the drop-down, the user can select different options. The options that populate there depend on the day of the week that was selected for the start date. For example, if Tuesday were selected, the following options would be available: Monthly on the 4th Tuesday, Monthly on the 25th day, and Monthly on the last Tuesday.
Yearly:
If the user selects a Yearly increment, the system will set the event to repeat every year on the month/date/time that was originally selected in the Start Date/Time field earlier.
A threshold has been set at 50 events to warn the Admin/Agent that the recurring event contains 50 or more events. The Admin/Agent can continue after being warned. Cancel will return the user to the Event Creation Form to make changes, and Save will allow the user to move forward and will create the event series.
The entire recurring series of events will be rejected and not saved if ANY occurrence is not available.
Recurring Series of Events is a Site Option that must be enabled for the district to be able to have this functionality.
The Custom Series This radio button radio button allows the user to create a custom series of events wherein multiple dates can be hand-selected from a calendar. This is useful for events that recur but not on a regular schedule and events that take place over a range of dates. Users can easily adjust the start time and end time for each date as needed during the creation of the series.
Select the Custom Series radio button, then select the Add More Dates button.
Selecting the Add More Dates button opens the Date Select modal.
Two months on the calendar are shown with a left/right scroll to other months
Today’s date is in light Blue
Previously or initially added date is in light Green and also shows in the Previously Added Dates list
Clicking and selecting dates will highlight them dark Green and will also put them in the Dates Selected list
The user can unselect dates from the calendar OR delete from the list by clicking on the ‘trash can’ icon
The Start and End times for each date in the list can be selected through the time drop-down that appears when selecting that field.
After clicking the Apply Selection button in the lower right, the list of dates is displayed within the body of the event details until the Event is saved. The Manage 'X' Additional Dates button shows after at least one date has been added before and the user now needs to add more dates.
If there are any existing event conflicts a yellow alert icon or red message will appear underneath the chosen date. The alerts with a triangle icon represent unavailability of that room and can be overridden by the Admin. Hovering over the yellow alert triangle will show the unavailability message saying what room is unavailable at what time/day.
Alerts in Red represent conflicting events. The user can delete the date from the list by clicking on the ‘trash can’ icon on the right and select a new date on the calendar.
If the Admin still proceeds to select the unavailable room. For example, after applying the selection and clicking Save on the Event Details page, the Room Availability Conflict window will pop up and ask the Admin to confirm that they would like to still select that room. At this point, it is still ok to go back and change the room, or the Admin can override by clicking the Proceed with Room(s) button.
After the multi-date event is saved, the user will see the list of all events in the series on the All Events page.
Clicking on each event in this series will open the Event Details page and show the new tab called Additional Dates, which will display the list of other dates included in this series. If the user needs to make changes to another date in the series, the user can navigate to the Event Details of the other date directly from the Additional Dates tab.
The Add More Dates button allows the user to add more new dates for events to the series. The Date Select modal will open from where the dates and times can be selected and applied.
Admins and Agents viewing Event Details of an event within a Recurring Series will now be able to see what other dates are included in the series under an "Additional Dates" tab. If the user needs to make changes to another date in the series, the user can navigate to the Event Details of the other date directly from the Additional Dates tab.
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Hannah Bailey - Director, Customer Engagement