Editing, Adding, or Canceling Event Instances

Event Instances should be managed using the guidance below. We generally recommend that you do not use the main event date/time scheduler once you have already set up the event as this could cause the inadvertent deletion or cancellation of past and upcoming instances.  Instead, please review the details below.

The following applies to all types of events:

• single events with one instance;
• single event with multiple instances; and
• recurring events. See Single v. Repeating events for more information.

Upon opening event settings, the Event Instance Information box should automatically appear.

Alternatively, click View Instances to display all instances of the event, with the date and time of each instance.

To Edit an Instance

1. Select the desired instance line within the Event Instance window and use the drop-down to edit the text to change the date and or time of the instance.
2. Click OK to complete.
3. Click out of the window to collapse the box and Finish to save the changes.

To Cancel an Instance

Select the desired instance line within the Event Instance window and check the box in the Canceled column.

Click out of the window to collapse the box and Finish to save the changes.

If you cancel an instance that has registrations already, the instance will not be deleted, but, will remain with a canceled state.  This will allow you to send out cancellation notices to those registered for it.  

To Add Instances

At times it may be necessary to add an instance outside of a preset, repeating pattern. This functionality allows you to vary the schedule of a multi-instance event as desired, avoiding the need to enter the event multiple times to accommodate a custom schedule.

To add Just a Few Instances

If you just need to add one or two instances, we recommend the following procedure:

1. Click into the first/blank line of the Event Instance Info box.
2. Use the dropdown to enter the desired date and time.
3. Click OK to complete.
4. Click out of the window to collapse the box and Finish to save the changes.

To add Many Instances with a Pattern

If you need to add many instances based on a pattern - perhaps 2 months or more of weekly programming, then we recommend the following approach:

1. Add the first new instance using the instructions above for "To add Just a Few Instances"
    
2. Check the event instances window to ensure that it has a message in red similar to:
   
    
3. Now, as long as that red message is displaying the date of the most recent event that you edited, you may proceed to schedule additional events using the main event date range scheduler option: