Scheduling a recurring event

In the world of room scheduling, recurring meetings are the biggest culprits of no-show meetings. If you're ready to wield the power, follow this guide on how to create recurring meetings in Robin.

 

Note

As of November 2018, full recurrence add/edit support is available for Google & Microsoft calendars. Users can create a recurring event and edit/delete an instance or the entire series in Robin.

Robin will check the availability of the next 15 instances before allowing you to book the space, and then we’ll enforce that event series for the next year. Meaning folks cannot book over your event and we will keep you clear of conflict.

Keep in mind, if there is a conflict after the 15th instance, then the resource calendar will decline the invite for that instance. 

Book a repeating event

From the web dashboard

From the event composer, click Repeat and you'll see a list of options for setting how often the current event should repeat (e.g. daily, weekly, MWF, monthly). As you can see in the example below that event is repeating on a weekly basis for 10 occurrences on every Tuesday.

While selecting a space for a recurring meeting, Robin will detect a space's availability for the first 15 instances and let you know if there are any conflicts. If a conflict is detected within that window, the find a space button will display a list of alternative spaces that can accommodate the entire event series.

When you're done, hit the Book now button and then book your event like normal.

Recurring_event_composer_B.gif

 

From the mobile app

Scheduling a recurring event from the mobile app is very similar to how you create a recurring event in the Robin dashboard via the event composer. 

1
To open the mobile event composer, navigate to the schedule view tab > tap the + floating action button.
2
Using the event composer, fill in your event details and then select "more options" > select  "repeat" > select how often the event will repeat.

all_steps_recurring_event_mobile.gif

How do I edit or delete a recurring event?

You can edit or delete a single event or the entire event series. Learn how here.

 

What does a recurring event look like in Robin?

Robin flags recurring events slightly different depending on your calendar system; Google or Outlook.

Google and Outlook users will both see the below icon next to a recurring event indicating it's a repeat event. In this example, the event occurs everyday. recurring_icon_only.png

repeat_icon.png

However, Google users will also have the option to view the event details of a single event using the  "Event tab" or view the series using the  "Series tab". 

Google_series_tab.png

How to disable the repeat event setting

Recurring events are enabled for organizations by default. An administrator can disable the setting via Manage > Office > Building > Scheduling policies. You can also enable or disable this feature on a per space basis as part of scheduling policies. 

enable_disable_recurring_events.png

 

 

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