Skip to main content

How Do I Set Up Recurring Events for My Group?

A repeating activity is how you schedule a term of a weekly class without building twelve activities by hand. You set it up once, on the same form you use for a one-off, and Famlo lays the dates out for you.

This guide is for owners, co-leaders and event managers — the roles that can open Activities.

Quick Answer​

Build the activity as normal, then tick the repeats option on the form. Set Repeats to Weekly, Every 2 weeks or Monthly, set Every to the interval that goes with it, and set Repeats until to the last date in the run. Save, then check the dates you got before you tell anyone the schedule.

Step 1: Build the activity first​

  1. Open the account menu and choose Manage organizations.
  2. Select your organization.
  3. Open Activities in the console.
  4. Start a new activity.
  5. Fill in the name, description, start and finish times, place, visibility, categories and ages.

The first date you set is where the run begins. Everything else about the activity — its price, its capacity, its terms — applies to every date in the run.

Step 2: Turn on repeats​

Tick the repeats option on the activity form. Three controls appear.

ControlWhat it sets
RepeatsHow often it comes round: Weekly, Every 2 weeks or Monthly
EveryThe interval that goes with it
Repeats untilThe last date in the run

Those three frequencies are the whole list.

Step 3: Set the end date​

Repeats until is a date, not a number of sessions. You do not tell Famlo "twelve weeks" — you tell it the day the run stops, and it works out how many dates that is.

Pick the date your term actually ends. For a weekly class that is roughly the number of weeks you want, counted forward from your first date.

A run cannot be longer than 60 occurrences. That is a hard cap. A weekly class therefore covers a bit over a year at most, which is more than a term either way. If your Repeats until date implies more than sixty dates, the run stops at sixty.

Step 4: Save, then check what you got​

Save the form, then look at the dates before you announce the schedule to anyone.

There is no preview of the dates while you are filling the form in, so the roster of meetings on the saved activity is the first place you can see them. Open Take attendance on the activity and you get the list, one row per meeting. That is the schedule your families will see.

What repeating does not do​

Read this before you plan a term around it.

  • There is no daily option. Weekly, Every 2 weeks and Monthly are all there is.
  • There is no day-of-week picker. A class that meets Tuesdays and Thursdays is two activities, not one run with two days ticked.
  • There is no session count. You set an end date, not a number.
  • There is no date preview on the form, and no list of generated dates to review before saving.
  • You cannot exclude a date from the middle of a run. There is no way to skip Thanksgiving week. Put the break in the description and send an announcement closer to the date.
  • There is no duplicate-series action. To run the same class next term, build it again.
  • There is no series dashboard. A run is managed as the activity it belongs to.

What a repeat actually creates​

Each date is its own occurrence, with its own registrations. A family registers for each date separately, and a date's roster is the bookings for that date alone.

This is the single most misunderstood part of repeating activities, so it is worth stating twice.

:::warning A series pass reserves nothing Series pass is a label on a ticket. It changes the words a family reads and nothing else — no seat is held, at any session.

Selling a twelve-week pass does not book those twelve dates. A pass holder appears on a date's roster only if they registered for that date, exactly like everyone else.

If you need the same children in the room every week, say so plainly in the description, and check each date's roster rather than assuming it. :::

The practical consequence: tell your families, in the description and in your welcome message, that they register for each date. Otherwise week three arrives and half the class is not on the roster.

Pricing a run​

Pricing lives in the Tickets & Pricing section of the same form, and it applies to every date in the run.

Capacity sits on each ticket row and applies per date, not across the whole run. Set it to fifteen and each date can take fifteen.

Two ways to charge, and both are ordinary tickets:

  • Per session. One ticket at the price of one meeting. Families pay each time they register for a date.
  • A pass. One ticket priced for the whole term, usually below the sum of the sessions. It is a discount and a signal of commitment, not a reservation.

Each registration meets Famlo's fee on its own, so a term paid session by session and a term paid in one go do not cost you the same. Tickets and pricing works that through, and What's free and what's paid sets out the plans.

Looking after a run once it is live​

Editing. Edit the activity and save. The public page changes immediately. If you are moving the time or the place of something families have already registered for, do not rely on the change announcing itself — send an announcement in your own words.

Taking the roster. Select Take attendance beside the Roster heading. The run lists its whole term, one row per meeting, and each meeting's roster is read fresh from the bookings for that date. See Attendance and check-in.

Cancelling. Cancel activity notifies everyone registered, unpublishes the activity, and makes every family whole — card charges refunded in full, credit returned, scholarship coverage returned to the award.

When a date fills. A full date closes rather than queuing anyone. Families see Join the waitlist, which saves the activity. Nobody holds a position and nobody is next in line; when a place opens everyone watching is told at the same moment and the first to register takes it.

Tips​

  • Start the run on the day it should land. Your first date sets the pattern for every date after it.
  • Set Repeats until a week early. It is easier to add a separate date at the end than to explain a session that should not exist.
  • Say "register for each date" in the description. It is the one sentence that prevents most of the confusion.
  • Two days a week means two activities. Name them clearly — "Art Club, Tuesdays" and "Art Club, Thursdays".
  • Plan around holidays with an announcement, not with the form. There is nothing on the form that can skip a week.
  • Check the meeting list before you publicise the term. It takes ten seconds and it is your only preview.

Common Questions​

Can I set it to repeat daily? No. Weekly, Every 2 weeks and Monthly are the three options.

Can I pick more than one day of the week? No. Create one activity per day.

How many sessions can a run have? Up to sixty. You set an end date rather than a count, and the run stops at sixty occurrences whatever the date says.

Can I skip a week for a holiday? Not on the form. Say it in the description and send an announcement before the date.

Can I add sessions to a run that already exists? Change Repeats until to a later date, or create a separate activity for the extra dates.

Can I duplicate a run for next term? There is no duplicate action. Build it again.

Does a series pass book every session for a family? No. Every date is registered separately, whatever the ticket is called.

How do I track attendance across a run? Each meeting has its own roster, listed under Take attendance. There is no cumulative report and no attendance export of any kind.

Troubleshooting​

My run stopped before the end of the term. Check Repeats until, and remember a run stops at sixty occurrences.

A family says they bought a pass but is not on this week's roster. Each date is registered separately, whatever the ticket is called. Check that date's roster and tell them which dates they still need to register for.

I cannot find the day-of-week buttons. There are none. One activity, one day.

I cannot find where to review the dates before saving. There is no preview. Save, then open Take attendance to see the meetings.

I need to skip a week. There is no way to exclude a date. Put it in the description and announce it.

The price field will not save. Payouts are not finished. A ticket cannot carry a price above $0 until your organization can accept money. See Getting paid.

I cannot see Activities in the console. Owners, co-leaders and event managers can open it; member managers, billing managers and members cannot.