Manage or Extend a Series

July 01, 2024 08:41

After creating your Series, you can edit the entire series, as well as individual events within it. If you need to make changes to all the events in the series, it is best to do so at the series level to save you time and duplicate effort.

Certain features are enabled at the event level, such as Scheduled Chat. Please review individual event settings to ensure all desired features are enabled.

You can also add one-time events within a series without interrupting the series schedule. This is useful for an emergency hiring need or rescheduling an event (i.e., if the normal event cadence falls on a holiday). If you reach the series end date and want to continue the series, you can extend the series timeline.

Update Series Settings

From your Series Home, click Settings then Edit/Apply Settings. From here, you can make changes and apply them to your entire series all at once.

Applying changes overwrites the settings for all future events in the series. If you would like to edit the settings for an individual event in the series, open and edit that specific event.

On the General page, you can make changes to your series Title, Subtitle, Short Description, event Tags, Event Languages, Time Zone, and event Duration. First, click Save to save the changes, then click Apply Changes to apply the changes to all the events in your series.

You must manage Enable Staggered Event Entry, Start Time, Hide the lobby attendees until the event starts, and Manage Scheduled Chat settings at the event level.

For Expo and Open House event series, you can edit the Jobs at the series level if you expect to offer the same jobs at each event. Read more about adding a Job to an event or series.

You can update all Landing Screen content at the series level. Read more about designing the Landing Screen.

For Expo events, you can update the Exhibitor Screen at the series level. Read more about setting up an Exhibitor Landing Screen.

You can update your Registration information at the series level. Read more about event registration forms, limiting the number of signups, and adding pre-qualifying questions.

You can update most Settings at the series level and apply the changes to the individual events in the series.

After you have made your changes, don't forget to click Apply Changes to apply the changes to all future scheduled events in the series. Applying changes overwrites any edits that you made to the individual events. No registration information or URLs are affected by overwriting the edits.

Update Booths, Representatives, and Booth Owners

You can add and manage Booths, Representatives, and Booth Owners at the series level, saving you valuable time.

From your Series Home, click Settings then Edit/Apply Settings. Click Booths, then make your changes as you would an individual event. Don't forget to Apply Changes when you have finished to apply the changes to all scheduled events in the series.

Add a One-Time Event

You can add a one-time event to your series without disrupting your series schedule.

From your Series Home, click Schedule then Add Event. Edit any basic event information that you may need to change from your series template. Click the Start Time field to open the date and time selector. After you have scheduled your one-time event, click Save to generate the event using the series information.

Update Series Schedule or Extend Your Series

Do NOT set your New Schedule Start Date and Time before the current series end date seen in the Schedule box. Doing so will erase any scheduled event data that takes place after the new scheduled start date, including registration information and user data.

Example Scenario:

It is April and your series runs from January to May.

You want to change the cadence from only Fridays to Thursdays and Fridays. Setting your new schedule start date before the end of the series will delete any existing Friday events in the series and replace them with fresh events based on your selected template.
You want to extend the series until August. Setting your new schedule start date before the end of the series will delete any existing events in the series and replace them with fresh events based on your selected template.

Adjust your series schedule

From your Series Home, expand Schedule, then click Edit Schedule. here you can set a new cadence - for instance, changing the frequency or day of the week of your events.

Select a New Schedule Start Date and Time which is when the new cadence begins. When selecting the start date, remember that any existing events in the series after the new schedule start date get erased and new events take their place with fresh templates. Any user data or registration information is erased when the event is erased.

Select whether your series repeats on a weekly or monthly basis and how often - for example, every 2 months on the 26th. Then, select an End Date for your new schedule. You can only schedule up to 6 months at a time from the current date. You can extend your series when you get to the end date. Read more about extending a series below.

Confirm your changes. A warning appears if your new schedule impacts any existing events. Click OK to finalize your new schedule.

Extend your series

If you reach the end of your series timeline, you can extend the series for another 6 months. This saves the time and effort of creating a new series. You should not extend a series before the end date to avoid losing registration and user data for existing scheduled events in the series.

From your Series Home, click Schedule then Edit Schedule. Here you can set a new series end date.

Select a New Schedule Start Date and Time, which is when the new series timeline begins. When selecting the start date, remember that any existing events in the series after the new schedule start date are erased and new events take their place with fresh templates. Any user data or registration information is erased when the event is erased.

Edit your cadence if desired. Then, select an End Date for your new schedule. You can only schedule up to 6 months at a time from the current date.

Confirm your changes. A warning appears if your new schedule impacts any existing events. Click OK to finalize your new schedule.

Delete a Series

While you cannot delete a series, you can cancel the individual events within the series. From your Account Home or Series Home, click the meatball [ ] menu next to the event, then click Delete.