Recurring Events

Recurring events let you set up a repeating series — like a weekly training night or a monthly meeting — once, rather than creating each occurrence individually. This guide covers how the series is generated, how editing a single occurrence differs from editing the whole series, and how to manage notifications for an ongoing series.

Prerequisites

• Brigade admin or organisation admin role
• See Create and Manage Events for the basics of creating a single event first

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Create a recurring event

1. Click Events in the main navigation, then New Event
2. Fill in the event details as normal (title, type, location, start/end time)
3. Tick Make this a recurring event
4. Configure the repeat pattern:
   • Repeat — Daily, Weekly, or Monthly
   • Every — the interval (e.g. every 1 week, every 2 weeks)
   • Weekly — tick one or more days (e.g. Tuesday and Sunday for two sessions a week)
   • Monthly — either a specific day of the month, or a relative day (e.g. “the first Monday”)
5. Choose how future occurrences get their invitations under Member Invitations:
   • Send automatically — a fresh invite/RSVP email goes out to members a set number of days before each future occurrence
   • Send manually — no automatic invites; you send each occurrence’s invitation yourself via Send Invitations on that occurrence
6. Optionally set an End date for the series
7. Click Create Event

The Send Notification setting on the main form still controls whether the first occurrence (and any occurrences already covered by “send now”) gets invited immediately when the series is created — it’s separate from the Member Invitations auto/manual setting above, which governs occurrences further in the future.

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How occurrences are generated

When a recurring series is created, StationOne generates the individual occurrences up front, all at once — it does not create them day-by-day as time passes.

• Up to 52 occurrences, capped at 1 year from the start date, whichever comes first
• If you don’t set an end date, generation still stops at that 1-year/52-occurrence limit
• Each occurrence is its own independent event record, linked back to the first occurrence (the “parent”)
• Members can RSVP to individual occurrences independently

Tip

If a series reaches its generation limit and you still need it to continue, edit the series and extend (or clear) the End date. Be aware this regenerates future occurrences — see the caution below before doing this on a series with existing RSVPs.

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Editing a recurring event

From an occurrence’s details page, admins see two edit options:

• Edit This Occurrence — changes apply only to that single date. Use this for one-off adjustments, like moving a single session’s start time because the hall is unavailable that week.
• Edit Series — changes apply to the parent and every occurrence from that date onward. Past occurrences are never touched.

What “Edit Series” updates

Editing the series propagates the usual event details (title, type, description, dress code, location, room, organiser, RSVP close-off, invite-only status) plus the notification settings covered below, to the parent and all not-yet-occurred instances. The time-of-day is also updated on every future occurrence if you change the start/end time, while each occurrence keeps its own date.

Changing the recurrence pattern regenerates future occurrences

The Edit Series screen has a Update recurrence settings checkbox, ticked by default, which shows the full repeat/day/end-date controls. If you save with this ticked, StationOne treats it as a recurrence pattern change: it deletes every future occurrence and regenerates them from scratch, including any RSVPs, attendance records, and vehicle/room bookings already on those future dates. Attendees are not automatically re-notified when this happens.

If you’re only editing details like the title, location, or a notification toggle — and don’t need to change the repeat pattern, days, or end date — untick “Update recurrence settings” before saving. This keeps you on the lightweight update path, which preserves existing RSVPs and bookings on future occurrences.

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Notifications on a recurring series

Two separate, independent notification mechanisms apply to recurring events. Both can be controlled without recreating the series.

Reminder

An optional reminder email sent to attending members a chosen number of minutes or hours before each occurrence’s start time. Set Send reminder on the event edit form:

• Editing This Occurrence only changes that date’s reminder timing
• Editing the Series (with “Update recurrence settings” unticked, per the caution above) applies the new setting to the parent and all future occurrences at once, without disturbing existing RSVPs

Selecting Off does not cancel the event or remove it from check-in — it only stops the reminder email.

Automatic invitations before each occurrence

If Send automatically was chosen for Member Invitations when the series was created (or later), StationOne sends a fresh invite/RSVP email to members a configured number of days before each upcoming occurrence — separate from, and in addition to, the reminder above.

To turn this on or off for an existing series without editing the series or touching the recurrence pattern:

1. Open the parent occurrence (the first one in the series, or use view series from any occurrence’s details page)
2. In the Recurrence section, click Turn off auto-invite (or Turn on auto-invite to re-enable it, optionally with a new number of days)

This is a dedicated, lightweight toggle — it does not go through the series regeneration described in the caution above, so existing future occurrences, their RSVPs, and bookings are completely unaffected. Use this when members already know about a standing session (e.g. “training is every Tuesday”) and repeated invite emails are no longer useful, but you still want the series to keep running for planning and check-in.

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Cancel a recurring event

From an occurrence’s details page, Cancel Event offers a choice when the event is part of a series:

• This occurrence only — cancels just that date; attendees of that occurrence are notified and its vehicle/room bookings are released
• Entire series — cancels the parent and every non-cancelled occurrence; all attendees across the series are notified

Cancelling (either scope) is different from turning off notifications — a cancelled event no longer appears for check-in, while an event with notifications turned off keeps running normally.

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Common issues

Future occurrences lost their RSVPs after an edit

This happens when a series edit went through with Update recurrence settings ticked, which regenerates all future occurrences. See the caution above. There’s no way to recover the wiped RSVPs — members will need to RSVP again on the recreated occurrences.

Members keep getting invited even though I don’t want new invitations sent

Check whether Member Invitations is set to Send automatically on the series — this is separate from the reminder. Use Turn off auto-invite on the parent occurrence’s page to stop it without affecting the series itself.

A recurring series stopped generating new occurrences

The series has likely reached its generation limit (52 occurrences or 1 year from the start date). Edit the series and extend the end date — noting this will regenerate future occurrences per the caution above.

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Related guides

• Create and Manage Events — Creating, editing, and cancelling a single event
• RSVPs and Attendance — Managing responses, post-event attendance, and manual reminders
• Recurring Training — The equivalent guide for recurring training sessions
• Events — Feature overview