This feature is available on the Pro Plan.
Why use a repeating event?
A repeating event is perfect for activities that happen on multiple days or at regular intervals, like weekly meetings, recurring workshops, or ongoing volunteer opportunities. It works just like a simple event—same location for each session and no specific positions, so signups are for a general purpose. All the dates are grouped under one event, making managing it much easier. Volunteers will love how they can quickly see all available times in one place, making the signup process smoother and more convenient.
How many dates you can add to a repeating event.
You can add up to 20 different dates to a repeating event at a time. After a date has passed, you can reuse that slot for a new one. Since they can go on for a long time, we’ve capped the number of dates to keep the volunteer experience simple and prevent a never-ending list of dates to scroll through. If you’re running into this limit and feel restricted, it might mean a different scheduling format would work better for you. Repeating events are not meant to replace Schedules or Events with Shifts. Don’t hesitate to reach out to customer support for advice.
Creating a new repeating event.
Go to the Events tab in the main navigation and click the New Event button at the top right corner. Then, select Repeating Event.
Name your event (you can change it later) and enter the location. Next, decide how many times you'd like it to repeat. There’s a limit to how many dates you can add now, but you can add more in future from the Details page. Set the number of spots available and choose if you'd like to activate a waitlist.
Click the Next button to add all the event dates you'd like to offer. To create the event, you must fill in dates for all required fields. If you make a mistake, you can either cancel and start over or add a placeholder date to update later.
Customizing your event's landing page.
You'll start on the Edit Event page, where you can upload a photo, add a description, and share what volunteers can expect. If you don’t have a photo, try finding one for free on Unsplash.com. A well-designed landing page can make a big difference in attracting volunteers.
Adding a form to your event.
You can attach a form to your event if you'd like volunteers to answer specific questions when signing up. This is optional, as Timecounts automatically collects their name and email. To add a form, go to the Details tab, scroll to the Signup Form section, and select the form from the dropdown (only published forms will appear).
You can also include an optional Success Screen Message, which will display after someone submits their signup. Keep it brief, like letting them know when to expect a response or simply thanking them for volunteering.
Reviewing your event settings.
On the Details page, review important settings like event visibility, shift approval preferences (automatic or manual), and any custom confirmation or reminder messages for your emails.
Modifying or deleting repeating event dates.
To edit the dates or times of your repeating events, go to the Details page and click the blue Modify Repeating Dates link above Spots. A popup will appear with all the dates. Make your changes and click Save to update.
On the Details page, you can also update other details, such as the location or number of spots.
Publishing your repeating event.
When you're happy with everything, click the Publish button in the top right corner. If you'd like to check it before making it public, you can publish it temporarily and switch it back to unpublished using the same button. Great job setting up your event!
How volunteers will experience a repeating event.
When volunteers visit the signup page for a repeating event, they will see a list of available times just above the Sign Up button. This allows them to select the date that works best for their schedule.
Sharing your event.
Timecounts doesn't automatically notify volunteers when your event is published, so share it. After publishing, click the Share button in the top right corner to get the event URL. You can share this link on social media, include it in a newsletter, or email it to your volunteers. Your event will also appear in the Events section of your hub’s Find Opportunities for volunteers to discover.
Inviting volunteers to your repeating event.
You can use the Invite button to ensure specific volunteers see your event. Please use it sparingly to avoid overwhelming volunteers with notifications. To invite volunteers from your Directory, go to the Signups tab. You can select the event date you'd like to invite volunteers to using the dropdown where the date is.
Click the Invite button in the toolbar.
This will open a message modal where you can add recipients by searching your Directory or creating a Segment to send to a designated list and then pressing Send Invite. If you would like to send a custom invite, please first attach the template to the Invite section of the Details page.
Now, relax and watch the signups roll in! With everything set up, you can easily track volunteer registrations and make any necessary updates.