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Creating a Recurring Calendar Event

The ReachMoreParents calendar makes it simple to keep parents and carers in the loop. Staff can quickly set up recurring events for things like clubs or weekly activities, ensuring families never miss an important date. This guide will walk you through the steps to create a recurring event in the calendar.

 

 

 

What is a Recurring Calendar Event?

A recurring calendar event is an activity that takes place regularly and needs to be shared with parents and carers through the ReachMoreParents app. This might include things like extra-curricular clubs, weekly activities or parents’ evenings that happen on the same day over multiple weeks. Once added, these events appear in the app’s calendar so families can easily see what’s coming up and stay organised.

 

Who Can Create a Calendar Event?

By default, school users in the following system roles will have permission to create and publish a calendar event:

  • System Administrator
  • School Administrator
  • Senior Leadership Team Member
  • Content Managers

System Administrators have the ability to change the system permissions. Should you have difficulty accessing any of the features outlined in the steps below, please contact your school's System Administrator.

Why Should I Create a Recurring Calendar Event?

Creating a recurring calendar event saves time and helps keep families informed. Instead of adding the same event each week or month, you can create the event once and set it to repeat automatically. This ensures parents and carers always have the latest information about ongoing activities, making it easier for them to stay organised and engaged.

Click below to watch our video guide:

IMPORTANT: Before watching our video guide or following the step-by-step instructions, please ensure you have followed steps 1 to 8 in our article 'Creating a Simple Calendar Event.'

 

Or follow the step-by-step instructions below:

1) Select the 'Recurrence' drop-down and select when the event will recur.

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2) If your recurring event falls either side of a school holiday or on a day, week, month or year where the event cannot take place, click 'Exclude Dates.' If you do not need to exclude dates from your recurring event, please skip ahead to step 5.

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3) Click on the 'Exclude Start Date' field and choose the start date of your exclusion.

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4) Click on the 'Exclude End Date' field and choose the end date of your exclusion.

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 If you need to add further exclusion dates, click the '+' icon and repeat steps 3 and 4.

 

5) Click the 'Repeat' drop-down and select whether you would like the event to recur daily, weekly, monthly or yearly.

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  • If you have chosen to repeat the event daily, please go to step 6a: Daily Events.
  • If you have chosen to repeat the event weekly, please go to step 7a: Weekly Events.
  • If you have chosen to repeat the event monthly, please go to step 8a: Monthly Events.
  • If you have chosen to repeat the event yearly, please go to step 9a: Yearly Events.

 

Daily Events

6a) Click the 'Every' drop-down and select how often you would like the event to recur. 

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6b) Click the 'End' drop-down and select whether you would like the event to end 'On this day' or 'After' a specific number of occurrences.

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If you selected 'On this day,' please proceed to step 6c. If you selected 'After,' please skip ahead to step 6d.

 

6c) Click the 'Date' drop-down and select the date you would like the event to end.

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6d) In the 'After' field, type the number of occurrences you would like the event to end after.

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6e) Read through the event summary to check everything sounds correct.

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6f) Click the green tick icon to save the occurrence.

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Weekly Events

7a) Click the 'Every' drop-down and select how often you would like the event to recur. 

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7b) Select which day(s) of the week, you would like the event to recur.

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7c) Click the 'End' drop-down and select whether you would like the event to end 'On this day' or 'After' a specific number of occurrences.

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If you selected 'On this day,' please proceed to step 7d. If you selected 'After,' please skip ahead to step 7e.

 

7d) Click the 'Date' drop-down and select the date you would like the event to end.

Screenshot 2025-11-10 111458.png

 

7e) In the 'After' field, type the number of occurrences you would like the event to end after.

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7f) Read through the event summary to check everything sounds correct.

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7g) Click the green tick icon to save the occurrence.

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Monthly Events

8a) Click the 'Every' drop-down and select how often you would like the event to recur. 

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8b) If you would like the event to recur on a specific date per month, select 'on day' and choose the appropriate date from the drop-down. 

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If you would like your event to recur on a specific weekday each month, select “On the” from the recurrence options. Then, use the menus to set:

  • The week of the month — choose first, second, third, fourth, or last.

  • The day of the week — choose Monday, Tuesday, Wednesday, etc.

For example, you can create an event that repeats on the second Wednesday of every month.

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8c) Click the 'End' drop-down and select whether you would like the event to end 'On this day' or 'After' a specific number of occurrences.

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If you selected 'On this day,' please proceed to step 8d. If you selected 'After,' please skip ahead to step 8e.

 

8d) Click the 'Date' drop-down and select the date you would like the event to end. 

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8e)  In the 'After' field, type the number of occurrences you would like the event to end after.

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8f) Read through the event summary to check everything sounds correct.

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8g) Click the green tick icon to save the occurrence.

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Yearly Events

9a) Click the 'Every' drop-down and select the month you would like the event to recur on.

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9b) Select the 'On' drop-down and select the date each year you would like the event to recur.

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9c) Click the 'End' drop-down and select whether you would like the event to end 'On this day' or 'After' a specific number of occurrences.

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If you selected 'On this day,' please proceed to step 9d. If you selected 'After,' please skip ahead to step 9e.

 

9d) Click the 'Date' drop-down and select the date you would like the event to end. 

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9e) In the 'After' field, type the number of occurrences you would like the event to end after.

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9f)  Read through the event summary to check everything sounds correct.

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9g) Click the green tick icon to save the occurrence.

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Publishing the Recurrence

To publish your event to the ReachMoreParents calendar, please refer to steps 9 to 13 in our article 'Creating a Simple Calendar Event.' 

 

Top Tips on Creating a Recurring Calendar Event

1. Use the ‘Exclude Dates’ option to skip school holidays

  • When setting up your recurring event, take some time to review any school holidays or other days that should be left out.

  • You can easily remove these dates using the ‘Exclude dates’ option in the recurrence settings. This ensures your event doesn’t appear on days when it shouldn’t run.

2. Check the summary before saving

  • At the bottom of the recurrence window, you’ll see a summary of how your event is set to repeat.

  • Review this carefully to make sure the pattern (e.g. weekly, monthly, or termly) and dates are correct before saving your changes.

  • This quick check helps you confirm that your event will appear exactly as you expect.