Scenario
As an admin, organizer, or content owner, you want to create or edit an event series template for an event so that you can create multiple events and schedule it as many times as needed without repeatedly configuring the event details. In this process you set up event facilitators, enrollment specifications, location, and more.
Solution
Create or edit an Event Series (formerly called Event Type), following these steps:
Open the profile menu in the upper-right and select Add Event Series
Or, to edit an existing Event Series, access it, open the context menu (button with three dots), and select Edit
The New event Series page opens
Enter Event Series details, which can include:
Optionally, turn on the Inline item option to make the Event Series visible only in tracks to which it is added.
Your organization's default Channel is selected. Every event/event series must belong to a Channel, which is automatically selected. Or you can choose which Channel you want the event series to be seen in.
Channels Sharing allows you to select multiple Channels beyond the selected channel above is shown in.
Video recordings: please see Upload a video recording to an Event or Event Series
Gen AI Features: See Transcript
Optionally, add facilitators who can manage the Event Series.
For more on this, see more on Event Series facilitators below.Optionally, specify Enrollment Capacity and methods.
For more on this, see Enrollment options.
Add a Location if scheduled events of this type will always be in the same place or set this uniquely in the child events. You can set an expected Duration for the event. Default duration is 1 hour.
Set a Time to complete and Time to expiration
Optionally, add additional resources for the event, like office hour sessions or external links.
Publish the Event Series in the upper-right.
Or if you're editing an existing event, click Save or Save & Apply.The difference between Save and Save & Apply relates to how your changes update existing events derived from the Event Series. For more information, see Save options for events series.
You can now schedule events based on this Event Series.
See which users enrolled and their status from reviewing the roster, and how enrollees rated an event or responded to surveys for the event PlusPlus 101: How to get user feedback.
Add Advanced Settings to the Event Series
When creating or editing an Event Series, there are several Advanced Settings you can configure, including:
Event Series vs regular scheduled events
You create Event Series to use as a template for individual, scheduled events. For instance, you might create an orientation Event Series as a piece of your standard onboarding. You then schedule this orientation event as an individual occurrence when needed, using the details you've already set up in the Event Series.
Each scheduled event then has its own timeslot(s) and enrollments, and you can update all the details given in the Event Series when scheduling an event based on it.
Event Series facilitators
Facilitators can update the Event Series and scheduled events based on this Event Series. The different facilitator roles are:
Organizer - receives event notifications and mentioned on notifications sent to attendees; the person creating the Event Series is organizer by default, but can be removed
Co-organizer(s) - responsible for event logistics and responds to attendees' questions
Presenter(s) - responsible for presenting at the event or facilitating it
Enrollment options
In the Enrollment Capacity pane, you can configure whether the event will be online/virtual, in person, or both. You can also set an enrollment cap for each enrollment method, allow for a waitlist (and give a waitlist cap) if enrollment reaches capacity, and prevent enrollments in multiple upcoming scheduled events based on the Event Series.
Recurring Enrollment with automated rules
Automated rules, to simulate a recurring “subscribe to series” experience, can be used by automatically enrolling learners into each upcoming event in an Event Series.
How it works
A learner clicks Save on the Event Series (not an individual event).
This creates a self-assignment behind the scenes.Create a People Segment with the filter:
Assigned = [Event Series Name]Create an Automated Rule:
Condition: the People Segment created above
Action: Enroll to an upcoming event of a recurring event type
Target: the same Event Series
The rule runs on a nightly schedule and enrolls learners into each newly scheduled event in the series.
Things to keep in mind
Nightly cadence
Enrollment is not immediate. If a learner clicks Save today, they will be enrolled the next time the rule runs (typically overnight).
Unsubscribe path
Learners can unsubscribe at any time by dropping the saved assignment. This removes them from the segment and stops future enrollments.Series naming
Ensure the Event Series itself name is evergreen, e.g. "Insights Games" with each month as a scheduled event under it, rather than a new name/series per month, otherwise a new save + segment + rule will be needed every time.
Notes
This approach may also work when assigning a Track that includes an Event Series, since the assignment can function similarly to a saved series. However, behavior may vary depending on configuration.