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Most events that are set up will be for a fixed date.  However, it is possible to set up events that take place over a number of days:

  • Fixed-date Event
  • Short-duration Event
  • Ongoing Event
  • Repeated Event

Fixed-date Event

A fixed-date Event takes place once only at a specific date and time.  Most Events will be of this type.

To set the date and time for a fixed-date event follow the process below:

  1. Edit the Event and click on the Start Date:
    Open Start Date
  2. Set the desired start date and time
    Clicking anywhere else on the screen will register your changes:
    Set Start Date
  3. Set the required end date and time
    Clicking anywhere else on the screen will register your changes:
    Set End Date

Short-duration Event

Some Events will take place over a number of days.  An example of this are the Holiday Clubs run each year.

If an Event takes place over multiple consecutive days, it should normally be set up as a single short-duration Event.  If the Event takes place over non-consecutive days, is should normally be set up as a repeated Event.  However, some judgement is needed on this, and if needed an Event can be changed between short-duration and repeated (or repeated to short-duration).

To set the date, time and duration of a short-duration Event follow the process below:

  1. Edit the Event and click on the Start Date:
    Open Start Date
  2. Set the desired start date and time
    Clicking anywhere else on the screen will register your changes:
    Set Start Date
  3. Set the required end date and time
    This can be up to one week later than the start date.  For longer duration Events please set them up in the same way as Ongoing Events.
    Clicking anywhere else on the screen will register your changes:
    Set End Date

Ongoing Event

Some Events can happen throughout the year.  An example of this is Crosslink, where the help requested via Crosslink can be given on any day of the year.

If an Event is classed as ongoing, it must be added to a Category that includes the word Ongoing, so that it is displayed correctly in the calendar lists.  An Ongoing Event can start and end on any date in the year, but those valid for a full year should start on 1 January and end on 31 December.  There is also special handling required for the date of the Event.

TIP: For people setting up a Training Event, experiment with changing the Category between Training and Training: Ongoing and see the effect this has on the Calendar display at the Training page ctat.org.uk/training

To set the dates for an ongoing Event, follow the process below:

  1. Edit the Event and click on the Start Date:
    Open Start Date
  2. Set the Event to be an All day Event:
    Set All Day Event
  3. Set the Ongoing Event start date
    Most Ongoing Events should start on 1 January:
    Set Start Date
  4. Set the Ongoing Event end date
    Most Ongoing Events should end on 31 December:
    Set End Date

Repeated Event

A repeated Event is a fixed-date Event that takes place multiple times.  An example of this is the Tuesday Lunch Club.  Details of setting up a repeated Event are given in Set Event Sequence.

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