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Multi-session events with a single registration (e.g. courses)

Current behavior:
Events can not recur automatically, each instance has to be created manually.

Desired behavior:
Ability to setup automatically recurring events, for example monthly board meetings

1) We need to figure out what kind of recurrence is required, for example:
- every XX weeks on a certain day
- monthly on certain date
- monthly on a certain weekday (e.g. 2nd Tuesday of each month)
2) probably should be able to set max number of recurrence
3) Initially we will not address the ability to register and pay for several events in the series.

UPDATED: This post is to be focused on particular scenario - multiple sessions but with single registration for all (e.g. course). For another scenario where registration and event descriptions can be different for each occurrence, see http://forums.wildapricot.com/forums/308932-wishlist/suggestions/9056287-recurring-events-scenario-2-separate-registratio

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Dmitry Buterin shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →


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  • Ali Crooks - Traders Support Club commented  ·   ·  Flag as inappropriate

    Make event announcement emails work the same as registration reminder emails!

    I get a direct increase in the number of attendees (my objective for each of my weekly events) when I can send a specific announcement email for that event. My members are regulars and don't want to and don't have to have to register for the events they want to come to, it wastes their time. The events are specific that week and don't follow a sequence but because of the way you have things set up, to be able to send an announcement ahead of time, for each event that week, I have to input 13 events a week or 52 a month (see attached) and then set up an announcement for each one.

    Setting them up as four sessions for the month (using the session function) rather than as individual events, saves me a huge amount of input time each month. To me if you have coding in place now to send a reminder email ahead of each session to any member who registers for the event as a whole, why not simply code that option for announcement emails so every member who could attend that event/session (their membership level allows) gets that same reminder email for each session, regardless of whether they register or not. At the moment assuming your clients and your clients members are using the system a certain way.

    Many thanks


  • Vicki commented  ·   ·  Flag as inappropriate

    Our group has a bike ride each T & Th. No registration required. I hate having to DUPLICATE, EDIT, ADD NEXT DATE........ Also hate the text saying "Session 5 of 39" ): Very unsatisfied.

  • klm commented  ·   ·  Flag as inappropriate

    How can you get a multi-session event show up only once in the "Upcoming events" Gadget. When the "upcoming events" gadget is used is shows every session.
    Specifically, we hold summer camps that meet either daily, or a few weekdays and a few overnights. Before the sessions feature, we just showed the events of happening 24-7, even though they were only day camps or several day camps ending with an overnight.

    In the past I've used the "Upcoming events" to filter the camps by grades/ages, but now that every session shows up, there is no way to easily use the Upcoming events gadget to show the camps. The only feature to use is the calendar, which organizes only by date, not other tags. And you can only have one calendar on a page, so can't set up different grade calendars on one page.

    Has anyone come up with a solution?

  • Walt Bilofsky commented  ·   ·  Flag as inappropriate

    Regarding the description of this feature in the Release 5.6 announcement http://help.wildapricot.com/display/DOC/Release+5.6 :

    Will it be possible to suppress the display of "(Session 1 of 6)" in the title of recurring events? If not, this feature will not solve my problem (or Schneibs', I believe) of putting weekly or monthly non-registration events on the calendar.

    If this is not a choice when setting up the events, can you provide a CSS or javascript workaround patch?

  • Walt Bilofsky commented  ·   ·  Flag as inappropriate

    If Scenario 1 solves Schneib's problem, that will help us a lot too. Same event, multiple repetitions, no registration, same time, same description.

    What changes will it be possible to make in the scheduled date(s) after the event is created? Can an automated schedule be used to create a series extending out for many years, and then later on make it terminate sooner?

  • Walt - we will consider what you're saying when we start working on what I call scenario 2, thank you.

    The problem I experience with your suggestion is that a single mistake (e.g. typo in title or description) will produce a lot of incorrect copies. So, there should be some "undo" too, or multiple edit of events. This should be considered by our Analysis and Design team, we do not want to do it right away, especially when development is already in progress.

  • Walt Bilofsky commented  ·   ·  Flag as inappropriate

    On the issue of creating multiple events, each with its own registration, apparently you're thinking that it needs to be possible to edit all those events at once.

    Please drop that aspect for the time being. Just let us create multiple, completely distinct events, with no connection between them once they have been created. The UI you have for the multiple date, single registration event should work for this too. Just add a checkbox for single event vs. independent events.

    If the admin wants to change all the events after they have been created, he'll have to edit each one individually. But that's no different or worse than the way it is now. So why withhold the benefit of the easy part until you're ready to do the hard part?

  • Schneibs commented  ·   ·  Flag as inappropriate

    *Great* news that this overall topic is getting attention. I'd like to lobby HARD for you to implement recurrence of a single event that has no child or related sessions and no registration.

    I'd like to send you a screenshot of the parameters that would solve for this case from my existing site.

    The problem of correctly recurring meetings/events on a calendar is a BIG DEAL for small volunteer teams. It is a huge time expense to manually create multiple weekly event that repeat, every week, ALL YEAR with no registration, no change of time, no change of description, just the date.

    Multiple that time expense across the Wild Apricot user base. Ouch!

    Where might I email a screenshot (not for UI, but for business rules/parameters covered)?

    I'd like to share of the manner in which the system we'd be transitioning from does it.


  • Keith Rice - thanks for reply and I agree that the scope of change will not cover all that have been discussed here over years. But we will do it later (I created another idea for this) - we're just trying to eat an elephant piece by piece :)

    Switching single registration on/off is not an easy thing to do logically and requires quite a lot of changes in the system.

  • Keith Rice commented  ·   ·  Flag as inappropriate

    This does not address the major problem that has been talked about since 2008. We need to be able to create the event as in your scenario but each event stands alone. In other words all details of the event are the same except the date. Registrations need to be for individual events. The scenario you have created has merit but why can't you switch the single registration process on or off?

  • Hi! Thanks for submitting your idea - but this duplicates already couple other we have.

    For recurring events see http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8825581-recurring-events-2528

    For room or equipment reservation system see http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8827066-court-room-or-equipment-reservation-system

  • Anonymous commented  ·   ·  Flag as inappropriate

    Take a look at the Outlook setup for recurring events. It works very well.
    We are an HOA and would also like to use this to reserve the room for the event as we have rooms for the community to use. To do this, only one entry can be entered for that room at that particular time and day of the week (sometimes for several months).
    Currently, Trumba is the software we use. Take a look at it as well.

  • AdminFrank (Onboarding, Wild Apricot by Personify) commented  ·   ·  Flag as inappropriate

    Thanks Ann! Specific examples like this are really helpful, thank you for taking the time to post it. Also, please let your volunteers know that they are more than welcome to join our forums and provide their directly. But either way, thanks again for taking the time to post.

  • Ann Gerckens commented  ·   ·  Flag as inappropriate

    We do many events that occur weekly, April through October
    Tuesday Licking County-Pataskala Ride
    Tuesday 9 AM - Class C
    Average Speed is 13 MPH. 30+ miles. No one dropped & faster riders WILL REGROUP - we stick together. Cycle scenic rural roads, eat, socialize. Meet in Pataskala @ W end of the parking lot @ RR tracks (Rt. 310), 4 miles north of I-70 and 1/2 mile south of Rt. 16 http://tinyurl.com/lp2ncbo
    Steve Gassman: sgassman AT columbus.rr.com: 614/309-7421

    The volunteer who adds these to our web calendar provided the following feedback after the last changes were made.
    Gotta say it is a great deal better duplicating weekly events. I do have a couple of recommendations. Because I still have to:
    1. Make every single ride every single week public.
    2. Get rid of the word "copy" on every single duplicate.
    3. Select date on every single ride for the month.
    4. Save every single ride.
    5. Takes a very long time to get back to get to the next thing I need to do.
    If there was a way to say, "does this event duplicate?" Yes, and on what dates will it duplicate? You select dates for that event. Typically in a month, the weekly rides do not change, so it would be nice...but hey, its a lot better. My time getting the May calendar out there was cut in half"

  • aebatty1 commented  ·   ·  Flag as inappropriate

    In addition, we sometimes have events that are coming up "in the fall" for example, but we don't have a date/time yet. We want to let people know that we have something coming, but we are forced to choose a date. We also just had a 4 part event, but with one registration. It was a nightmare to figure out how to implement it.

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