Setting up recurring events

Some things happen every month or every quarter without being a regular class. A monthly belt test. A quarterly parent's-night-out. A weekly open-mat session that is not part of a regular program.

These are best modeled as recurring events.

Recurring event vs. class vs. one-off event

• Class. Weekly recurring schedule. Members enrolled in a program are automatically on the roster.
• Recurring event. Repeats on a fixed schedule (monthly on the 3rd Saturday, weekly on Friday at 7pm) but families register per occurrence. Different from a class because attendees are not on a membership.
• One-off event. Happens once. Family registers for that single date.

Use a recurring event when:

• You want families to register each time, not assume they will be there.
• Each occurrence has a registration fee.
• The audience is mixed (members and non-members).

Setting up

Go to /events and click New event then Make recurring.

• Recurrence pattern. Weekly on a specific day, monthly on a specific week and day, quarterly on a specific date.
• End date. Set a cap (12 months out is common) so the calendar does not stretch forever. You can always extend.
• Per-occurrence settings. Each occurrence inherits the master settings (price, capacity, location) but you can override any specific date.

Per-occurrence overrides

Common overrides:

• Higher capacity for special occasions. A bigger venue is booked for the December edition.
• Different price. A discount month or a premium guest instructor.
• A different location.

Set these by clicking on the specific date in the recurring event view.

Auto-renew

After the recurrence end date, do you want to auto-renew the schedule for another year? Toggle it on and the recurrence extends automatically.

How families see it

The public event landing page shows the next 4 to 8 upcoming occurrences. Families register per date. The mobile app shows the next occurrence on their dashboard if they have attended before.

Tracking attendance

Each occurrence's attendance is recorded separately. The family's history shows them as having attended X of Y recurring events, which is useful for loyalty conversations ("you have been to every monthly belt test for the past year; thank you!").

Auto-canceling poor-attendance occurrences

If a specific occurrence has very low signup (say, fewer than 5 people 24 hours before), Rosterra can auto-cancel it and refund attendees. Set this in the event settings as Minimum signup. Good for managing instructor time efficiently.