When you create a recurring event, you might not know all the details up front. For example, you know FLL/Robotics practice is every Thursday, and starts at the end of the month. However, because you ask parents to take turns hosting the practice, you don’t know the location of each practice yet (and usually don’t until the Monday before).
This is a really common situation coaches face – so we came up with a great solution.
First things first: Creating an event
You can create a new event from your calendar, or the green plus button. This will open your event creation screen.
Start by providing basic information about the event:
- Specify which group the event is for
- By default, it includes the entire group, but you can select specific people
- Event title and details
- Start and end date/time of the first practice
- Any attachments your team may need
Tip: If you don’t yet know the location of the practices, just leave the location field blank. This is always something you can come back and change later.
Setting the recurrence
You will notice a checkbox for recurring events. Once that’s selected, you will see options for:
- How often the event repeats (daily, weekly, monthly)
- Is it every week, bi-weekly, etc.?
- Which day does the event recur?
- When does the event end?
Example: Your practice is held on Thursday nights, it happens every week, for the next 10 weeks. Seems pretty standard, right?
Set the email notification
This simple email notification setting allows you to set up automatic reminders. In my opinion, this is extremely useful with recurring events, because you don’t have to remember to send the reminder each week – we do it for you. Plus, you can set the reminder to go out X-number of days before the event, based on how much notice your team needs.
Your next step is to publish the event. This will send an email to everyone in the group about the first practice, and asks them to RSVP.
Example: Since your practice is every Thursday, set the reminder to go out two days before the practice. This will automatically email the team every Tuesday, and request an RSVP. If a team member responded to the first email, the reminder shows their response. They can change it if necessary, or respond for the first time by simply clicking the ‘yes’ or ‘no’ button in their email.
Stay tuned for part 2…
What happens if you don’t know the location when you create your recurring event? In our next post – we’ll show you how to edit recurring events, how your members can get directions with google maps, and much more.