Recurring Events

Create and customize recurring events for your tenants! This feature is recommended for events that are recurring in a series, such as:

  • recurring fitness classes
  • recurring weekly lunches
  • recurring affinity group meetings (book clubs, film nights, dance classes, wine tastings)

Recurring event templates allow you to set the event frequency and specify how far in advance each event in the series will be created. Since events will become visible to tenants in the app and on displays (if enabled) as they are created, the Advance Open Window option ensures events are created gradually, rather than all at once. For example, if you create a weekly recurring event for an entire year, you have the option of determining how many events in that series will be created (and visible to tenants) in advance— all 52 (one for each week of the year), or just a few at a time for easier management and visibility.

Basic Recurring Event Information

Reminder: this section configures the basic information for the recurring event template. Once an event is created, this information can be changed individually on each event.

  1. Navigate to the Engage section of the dashboard, and click on +New Recurring Event in the top right.
  2. Fill out the basic information of your event:
    • Name
    • Description
    • Image
    • Event Link Button (optional)
    • Event Link URL (optional)
        • Add information to this section if you are hosting an online event or if you need to share information from another website.
    • Location (optional)
      • Add a physical location, if applicable

Interval and Timing

This section determine the interval and timing of events in a recurring events series, and how far in advance individual events in a recurring series are created (and visible to tenants).

Reminder: this section configures the start end end times for the recurring event template. Once an event is created, this information can be changed individually on each event.

  1. Fill out the Next Occurrence Start Time and Next Occurrence End Time. These are the event start and end times.
    • For example, if you are hosting a weekly Friday Lunch event, the Next Occurrence Start Time and Next Occurrence End Time might be as follows:

  1. Fill out the Recurrence Interval to determine how frequently the event occurs. Choose interval options in the form of days, weeks, months, or years.

  1. Fill out the Advance Open Window field to determine How far in advance should events be created. Remember that events become visible to tenants in the app and on displays (if enabled) as they are created. The Advance Open Window option ensures events are created gradually, rather than all at once. Choose the advance open (creation) window in the form of hours, days, weeks, months, or years.

Examples:

    • If you want to make an event in a recurring event series visible to tenants 4 weeks in advance of the event date, configure your event as follows:

    • If you want to make an event in a recurring event series visible to tenants 1 day in advance of the event date, configure your event as follows:

Configuring Recurring Event RSVPs

This section allows you to manage event RSVPs, RSVP limits, waitlists, and guest check-in with QR codes.

Reminder: this section configures the event RSVPs for the recurring event template. Once an event is created, this information can be changed individually on each event.

  1. Select Collect RSVPs if you would like to require an RSVP for your event. If you select this, several other customizable options will appear.

    • Event RSVP Limit (optional): add a maximum occupancy for your event
      • If you enter a maximum occupancy, the waitlist option will appear
      • The RSVP limit is the number of people not the number of reservations
        • For example: if you set the RSVP limit to 20 and set the limit per user to 2, no one will be allowed to RSVP once 20 attendees have RSVPd (regardless of whether or not someone has a +1 or not).

    • Enable Event waitlist: Select this option if you would like to enable a waitlist for those who register after the maximum capacity is reached. For example: If the event RSVP limit is set to 40, the 41st person to RSVP will be put on a waitlist.
    • Limit Per User: If you would like guests to be able to bring additional guests, type the number or tickets allowed per user. For example: If you want guests to only RSVP for themselves, set the limit to 1. If you would like guests to bring a +1, set the limit to 2.

    • Use QR code on tablet for checkin: Select this option if you would like guests to use their personalized QR code to check into the event.

This is only applicable if you plan to use the cove Kiosk App at your event. For more information about Event Check-In, please visit this article.

Configuring Event Ticket Prices

This section allows you to manage multiple event ticket prices for an event and is only compatible if you have Stripe setup in your dashboard.

Reminder: this section configures the ticket prices for the recurring event template. Once an event is created, this information can be changed individually on each event.

  1. Click +Add Price
  2. Add a ticket label (this will be visible to tenants).
  3. Add a ticket price.

Repeat steps to add multiple ticket prices.

Configuring Recurring Events Shown on Displays

This section allows you to manage how events are shown on your integrated displays and is only compatible if displays are activated in your dashboard.

Reminder: this section configures the display options for the recurring event template. Once an event is created, this information can be changed individually on each event.

  • Publish this event to your Onsite TV Displays
  • If doing so, ensure the event image is landscape orientation and at least 1344w x 1080h px.
  • The event title, time, and description text will automatically be overlayed on top of the image, so it is not recommended to use images with text on them for events published to Onsite TV Displays.

To add an even to a display, select the display(s) from the dropdown menu. The event will be shown during the times set in the Visibility section.

Configuring Recurring Event Email Notifications

This section allows you to manage two types of event emails:

    • event confirmation emails for those that RSVP
    • event emails for property teams when a user RSVPs to an event

Reminder: this section configures the event email notifications for the recurring event template. Once an event is created, this information can be changed individually on each event.

To enable event confirmation emails for users, check the box. When this box is checked, users will receive an email upon RSVPing to an event that includes event details and links to add the event to a Google or Outlook calendar.

To enable event emails for property teams when a user RSVPs to an event, add email addresses in the box and separate each with a comma.

Here is an example of the email a user will receive when RSVP'ing to an event:

Configuring Recurring Event Visibility

  • This section determines who can see the events in this recurring event series.
  • Events become visible to tenants in the app and on displays (if enabled) as they are created. The Advance Open Window option ensures events are created gradually, rather than all at once. Determine the visibility for events in the Advance Open Window section.

User Tag Visibility: To show this event to only certain user groups, click Only Visible To Specified User Tags and select from the dropdown menu.

  • For more information on user tags, click here.

  1. Click Save.