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      How to create recurring events in Xuno

      This article explains how to create recurring events in Xuno Events & Fees module and how it works

       

      Previously, Xuno did not have the capability to create recurring events. However, schools can now easily set up recurring events in the Events & Fees module.This feature allows users to streamline the event planning process by easily setting up events that occur on a regular basis. Whether it’s weekly music lessons, monthly workshops, or fortnightly activities, this feature enables organisers to define the frequency and duration of the events with just a few clicks. 

      Recurring events allows you to schedule an event that happens repeatedly over a specified time period. Here's how they typically work:

      1. Frequency: You can set how often the event occurs—daily, weekly, fortnightly, or monthly.

      2. Pattern: You can define specific patterns, such as every Monday, the first of the month, or every other Thursday.

      3. Duration: You can specify the start and end dates for the recurrence.

      4. Requirements: You can setup your preferred options for event approval, event form completion, and/or event payment. You can specify whether you require them in each series or only once for the first event.If you have chosen the option to approve the first event, then parents will only need to approve the recurring events once. Once approved, all instances of the event will be automatically scheduled according to the specified frequency. If any changes are needed in the future—like adjusting the time or location. 
      5. Integration: Recurring events will also be shown in the Xuno calendars making it easier to manage and check the schedules.

      Note:

      Xuno currently allows the creation of recurring events, but fees are not yet included in this feature.

      Setting up Recurring Events

      1. Go to School > Events, Fees & Forms > Events & Fees.

      2. Click on the Add Event/Fee button to create a new event.

       3. In the Event details tab, select the frequency of the event, that is daily, weekly, fortnightly, or monthly occurrences. For weekly and fortnightly events, users can choose specific days of the week, allowing for the selection of multiple days to accommodate various schedules. However, if it is a one-time event that does not repeat, you should select the option for "non-recurring" instead. This ensures that the event is scheduled only for the specified date and time without any future occurrences. 

      daysoftheweek-2

      You can also setup the Approval (Permission), Form Submission and Payment requirement with the below options:

      options

      Note:

      If the school selects "Required for each Recurring Event," they can change the due dates for each occurrence individually, after the event has been approved. However, if the school chooses "Once only for the first event," any changes can only be made to the first event after it has been approved.

                                   duedates

      Tips:

      If the following options are set:

      • Payment (Once for the first event): Parents are required to make a payment only once for all of the events i.e. they can make payment only in the first event to cover all the recurring events.

      • Payment (Required for each recurring event): Parents must make a payment for each recurring event.

      • Permission (Once for the first event): Parents need to approve only once for all recurring events in the series.

      • Permission (Required for each recurring event): Parents must provide approval for each individual occurrence in the series.

      • Event Form (Once for the first event): Parents are required to complete and submit the form only once, for the first occurrence in the series.

      • Event Form (Required for each recurring event): Parents must complete and submit the form for each event in the series.

      4.  Once approved, all recurring events will be created, approved, and displayed at the top of the event page accordingly. Each event provides details and able to view and modify some fields.

      event_recurring-1

      Note:

      Once the recurring event has been approved, it cannot be reverted back to Draft or Ready for Approval. Additionally, modifications to recurring events are limited. You can add or remove students and staff for each recurring event or series, change the start and end times, and update the Name and Purpose of the event. If you select the option 'Required for each Recurring Event,' you can also update the Due Dates accordingly. This allows for some flexibility while maintaining the structure of your event series.

      Cancelling Recurring Events

      Xuno's recurring events feature allows you to cancel individual instances or the remaining series of events. This flexibility ensures you can manage your schedule effectively, whether you need to cancel a single occurrence due to unforeseen circumstances or cancel the entire series for any reason. Simply select the specific event or series you wish to cancel, and it will be removed from the calendar.

      cancel_event

      A cancelled event in a recurring series will still be displayed and marked as 'Cancelled.' Please see below:

      cancelled_events