There may be times when you need to adjust a single date or multiple dates in a recurring schedule. Whether you're changing a class time or splitting events across different days, it's essential to ensure these changes don't affect any existing bookings.
This article covers:
Unpublish the entry
Before you make any changes to your schedule, we recommend that you unpublish the entry to ensure minimal disruption and potential confusion for any customers actively trying to book.
💡 Please note: Unpublishing an event means that customers with the event link cannot access it until it's published again.
Editing the schedule
You can edit the schedule directly from within the entry in a few different ways. The process will vary depending on whether the date(s) you're amending have active bookings. If there are active bookings, please skip to the next section.
1. Amending a single date within the entry (no bookings)
To remove a single date:
Select the entry from your Scheduling list, then Edit entry:
Open the Dates & Times tab and select the date you want to remove.
You’ll have three options:
Edit the recurring schedule as a whole
Separate this date/time from the recurrence
Remove this date/time from the schedule
For example:
Amending a date/time
Select the Separate this date/time from the recurrence option to amend the selected date/time. This separates the date from the rest of the recurring schedule, and you can add the new date/time.
For example, if you need to change the class to an hour later or change it to a different day:
Select the date/time from the list.
Select Separate this date/time from the recurrence.
Fill out the new date and time.
You can repeat this process for any dates within the entry without bookings.
💡 Remember to Save your changes after each amendment.
Removing a date/time
To remove a single date from the entry:
Select the Dates & Times tab within the entry setup.
Select the date/time from the list, then Remove this date/time from the schedule option.
Select the Remove button to confirm the removal:
If you are removing a date that was previously separated from the recurring schedule, select Remove this date/time:
The selected date/time will then be removed from your schedule list.
Adding a removed date back into the schedule
To re-add the date/time to the schedule:
Select the Dates & Times tab within the entry setup.
Select a date from the list, then Edit the recurring schedule as a whole.
Scroll down, then select the date that you'd like to add back to the schedule:
A pop-up screen will appear, asking you to confirm the change. Select OK to confirm.
2. Amending a singular date (with bookings)
If you have active bookings on your schedule, you'll need to amend the dates outside of the entry to ensure the bookings are transferred to the new date/time. This helps avoid the 'red-line' error and ensures bookings are properly carried over.
To do this:
Select the entry from your scheduling list, the drop-down menu next to Edit entry, then Change event date/time:
Double-check the date/time at the top of the pop-up screen before you amend it to ensure it's one you intended to amend, amend the new date/time, then select Save changes:
Removing a date/time (with bookings)
The process to remove a date/time with bookings from your schedule depends on the outcome you want to achieve:
Completely removing a date/time from your schedule
For the first option, you must cancel all bookings before you can remove it from your schedule.
Once cancelled, you can proceed with the removal process or select the entry from your scheduling list, the dropdown menu next to Edit entry, then Remove this single event:
Removing a date/time from your schedule and manually adding the bookings to the new one.
Before you remove the date from the entry, you'll need to create a new date/time to transfer or manually book the existing attendees onto.
To do this:
Select the entry from your scheduling list, then Edit entry:
Select the Dates & Times tab of the entry, then Add another date/time:
Once created, save your changes, then either:
Cancel the tickets and manually book attendees onto the new date, or
Manually transfer attendees to the updated date/time.
Once completed, you can proceed with the removal process or select the entry from your scheduling list, the dropdown menu next to Edit entry, then Remove this single event:
💡 Make sure to inform your attendees before making any changes and obtain their consent for any new bookings.
Duplicating the entry
To amend a recurring schedule starting from a specific date, you'll first need to end the recurrence on the original entry. Then, either add the new dates/times to the existing entry or keep your schedule tidy by duplicating the entry and managing the dates/times separately.
Ending the original recurrence
💡 Important: Before ending the recurrence, check for any bookings on the future dates you plan to change.
If there are any, we recommend:
Adding the new dates to the schedule or
Duplicating the entry and adding the new dates/times first.
This will allow you to transfer the bookings before removing the old dates. Be sure to inform attendees of the change before proceeding.
How to end the recurrence
To end the recurrence on an entry:
Select the entry from your Scheduling list, then Edit entry:
Select the Dates & Times tab, then the schedule you'd like to amend:
Scroll down to the Repeat until section, then select Until a set date:
Enter the date you would like for this current schedule to end, then select Save changes:
Once set, you can choose to:
Add new dates/times to this entry, or
Duplicate the entry, remove the past dates and add relevant dates/times.
1. Adding new dates/times to the original entry
To add new dates/times to the existing entry:
Select the Dates & Times tab in the entry setup.
Select Add another date/time in the top right-hand corner:
Add your dates and times, select the relevant options for the new schedule, such as Repeating event (if the new schedule is recurring), and then select Save.
Once completed, select Save or Save & Exit in the top right-hand corner of your entry to save your changes.
2. Duplicate the original entry
To duplicate the original entry:
Select the entry from your scheduling list, the drop-down menu next to Edit entry, then Duplicate this entry:
Selecting Duplicate this entry creates a duplicate of the original entry. With Copy of: added to the title. For example:
To change the title, select the entry, then Edit Entry:
Open the Information tab, then type the new name under Name:
💡 Any changes to your new copied entry will not affect your original entry.
Removing past dates
It's important to remove any past or old dates/times from the entry, as the system copies all of the original entry dates and times across.
To do this:
Select the entry from your Scheduling list, then Edit entry:
Select the Dates & Times tab, the hyperlinked date at the top of the dates and times list, and select a past date:
Once selected, select Edit the recurring schedule as a whole to amend the recurrence to start from your new start date:
(This is generally safe to do, as you shouldn't have any bookings on any of the past dates on a duplicated entry).
Or Remove highlighted dates/times to completely remove them from your entry:
Adding the new recurrence
To add a new recurring schedule:
Select Add another date/time:
Add your dates and times, select the relevant options for the new schedule, such as Repeating event (if the new schedule is recurring), and then select Save.
Once completed, select Save or Save & Exit in the top right-hand corner of your entry to save your changes.
Bookwhen recommends 💡
💡 We recommend keeping recurring schedules to a maximum of three months. Creating new entries each term or quarter makes it easier to adjust schedules as needed.
This is because editing the recurring schedule via the Dates & Times tab will affect the entire series, including past and future dates. Duplicating the entry and re-adjusting the dates/times is a more flexible approach to keeping events separate and, thus, easier to manage.
For example, instead of combining recurring classes on Mondays and Wednesdays, you could create two separate entries:
One for Mondays and
One for Wednesdays.
💬 Need extra help?
For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.
Prefer email? Send us an email instead.
Thank you! 🕺