Splitting a Repeating Event into Single Events

The All in One Event Calendar has a feature that allows repeating events. This is handy if you have a multi-day regatta or a series such as a weekly spring or weekly summer series. Setting up a recurring event is the same as a single event – create the event with the title, description, boat location, image and any additional fields such as NOR, SI, etc. along with the date and time to meet at the boat. Then the recurrence may be set (e.g. weekly for 6 weeks). The event is now active appearing as a set of recurring events tied to a single crew availability entry – meaning that Crew setting availability and the Skipper assigning a position will be the same for all linked recurrences.

Jump to sections below:

Determining When to Split Recurring Events

Generally a weekly event should be split since it is likely that crew may change. A weekend regatta covering adjacent days may be a situation where everything including the crew remains the same, so no event splitting is necessary. Once a repeating event is created, you will want to split into separate events if any of the following apply.

  • The Crew is different on any of the days
  • The time to be at the boat or location is different on any of the days so the associated email reminder is sent at different times.
  • The event description text is different for any day (e.g. you may include text about post race activities that are different each day
  • You want to modify any of the special fields for an event such as specify a different Uniform for each day (e.g. white shirts one day, blue shirts the next)
  • Typically a weekly series would be split since it is likely there will be changes during the season

Splitting Events from the Regatta Registration or Results Page

Splitting a Recurring Event: Crew Manager has been updated for a Skipper logged in to display Edit Master and Split & Edit in the title for each recurring event. Splitting a repeating event into separate events may be done as follows with an annotated picture at the bottom of this page.

  1. The Skipper should be logged in
  2. Mouse over Crew and click Regatta Registration Status on the menu
  3. Check the box labeled <== Check to Expand Recurring Events with event edit links
  4. After the screen refreshes there are options to Edit Master (allows editing all events with the same changes), Split & Edit (creates a copy of the master event for the selected date with edit screen), and Split All (splits the entire series into separate events with the option to copy the crew list from the first day to all days).   Click Split & Edit for each of the repeating events starting with the first one to open each in a new window.  This allows direct editing of the event to be split and starts a new crew roster for that day.  There is an optional checkbox in the top right of the edit screen labeled Copy Master Event Crew. When the box in this section is checked, crew scheduled on the first day of the recurring event are copied to the new crew list that is created for the day that is split when the Update button is clicked. See picture at the bottom of this page.
  5. Make any changes desired to this occurrence, then click the blue Update button. You may also change the title (e.g. 2020 CYC Fall Series #3, 2020 CYC Fall Series #4, etc.). If the only change is the Crew for that day, just click the blue Update button and the event will be split from the repeating series allowing different Crew for that day.  
  6. Close that editing window once it has saved and repeat steps 5 and 6 until you have edited all the desired events.
  7. Refresh the calendar and the separate events will display. Each event has its own crew list.

Splitting Events from the Calendar Display

Known Bug when Splitting Events – It was found that when a calendar page displays only a portion of the repeating events, the Split & Edit links create the separated event on the wrong day. Cases where the error was found include:

  1. Calendar Agenda view – If some of the event recurrences are before the starting date of the agenda view, the wrong dates for Split & Edit are generated
  2. Calendar Month view – If some of the event recurrences are before the starting date of the month, the wrong dates for Split & Edit are generated
  3. Upcoming Events in sidebar – If some of the event recurrences are before the starting date of the displayed upcoming events, the wrong dates for Split & Edit are generated

 Use the Splitting Events from the Regatta Registration Page procedure above  as a work around until this problem is corrected.

Splitting a repeating event into separate events is described in this Time.ly AI1EC support article How to Edit One Instance of a Recurring Event. Here are some pointers on how to easily do this in Crew Manager.

  1. The Skipper must be logged in
  2. Click Calendar on the menu
  3. Click the dropdown in the upper right of the event list labeled Agenda and select Month
  4. Use the date chooser at the top of the calendar and navigate to the desired month the event starts
  5. You will now open and edit each of the repeating events starting with the first one. It is easier to right click on each event to open that event in a new window. Otherwise you’ll need to repeat steps 2 – 4 after editing an event.
  6. For each event instance opened to the right of the Date/Time is a Repeats and an Edit this occurrence icon . Click on the Edit this occurrence icon.
  7. Make any changes desired to this occurrence, then click the blue Update button. You may also change the title (e.g. 2020 CYC Fall Series #3, 2020 CYC Fall Series #4, etc.). If the only change is the Crew for that day, just click the blue Update button and the event will be split from the repeating series allowing different Crew for that day.  There is an optional checkbox in the top right of the edit screen labeled Copy Master Event Crew. When the box in this section is checked, crew scheduled on the first day of the recurring event are copied to the new crew list that is created for the day that is split when the Update button is clicked. See picture at the bottom of this page.
  8. Close that editing window once it has saved and repeat steps 6 and 7 until you have edited all the desired events.

Various Split & Edit Options – Regatta Registration Status Shown 

Edit Event opened when Split & Edit Clicked

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