Recurring Events

Most music schools run on a weekly or biweekly schedule. Conductly's recurring events let you set up a lesson or class once and have it automatically repeat on your chosen schedule. You can then modify individual occurrences as needed without affecting the rest of the series.

Setting Up a Recurring Event

When creating or editing an event, you will find the Recurrence option in the event form. By default, new events are set to Does not repeat (one-time events).

Quick Presets

For the most common patterns, use the recurrence dropdown to select a preset:

Preset	What It Does
Does not repeat	A one-time event with no recurrence
Every week on [day]	Repeats every week on the same day (e.g., "Every week on Tuesday")
Every other week on [day]	Repeats every other week on the same day (e.g., "Every other week on Tuesday")
Custom...	Opens the custom recurrence editor for advanced patterns

Custom Recurrence

Click Custom... to open the recurrence editor, where you can configure more specific patterns. Choose from four interval types:

• Every N Days — Daily recurrence, or every few days (e.g., every 2 days, every 3 days). Useful for intensive short-term programs.
• Every N Weeks — Weekly, bi-weekly, or any multi-week cadence. Optionally pick specific days of the week within that interval (e.g., Monday and Wednesday).
• Every N Months — Monthly recurrence with two sub-options:
  • On the same day of the month (e.g., the 15th of each month)
  • On the same weekday of the month (e.g., the 2nd Tuesday of each month)
• Every N Years — Annual recurrence on the same date each year. Useful for annual recitals, registration events, etc.

For all interval types, you also set:

• End condition -- Choose when the recurring series should stop:
  • Never -- The event repeats indefinitely
  • On a specific date -- The series ends on a date you choose
  • After X occurrences -- The series ends after a set number of occurrences

note

There is no per-series "exclusions" list. To skip school-wide holidays and breaks, use Closed Dates — occurrences are never generated on closed dates. To skip a single occurrence for one student or class, delete that occurrence with the "This event" scope.

tip

For a student who takes lessons every Tuesday and Thursday, create the event on Tuesday, set it to repeat weekly, and select both Tuesday and Thursday as repeat days. Conductly will generate occurrences on both days.

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Modifying Recurring Events

When you edit a recurring event, Conductly asks you to choose the scope of your changes. This ensures you have precise control over which occurrences are affected.

The Three Scopes

When you save changes to a recurring event, a dialog appears with these options:

This event

Changes apply to just the single occurrence you are editing. All other occurrences in the series remain unchanged.

Use this when: A student needs to reschedule one lesson, an instructor has a one-time conflict, or you need to change the room for a single day.

This and following events

Changes apply to this occurrence and all future occurrences in the series. Past occurrences remain unchanged.

Use this when: An instructor's availability changes permanently starting from a certain date, a class is moving to a new room going forward, or you need to adjust the time for the rest of the semester.

All events

Changes apply to every occurrence in the series -- past and future.

Use this when: You need to rename the event, change a setting that should apply universally, or correct a mistake that was there from the beginning.

info

Not all scopes are available for every type of change. For example, if you are changing the recurrence pattern itself (like switching from weekly to biweekly), the "This event" option is not available because recurrence changes must apply to future events.

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Types of Modifications

You can make many types of changes to recurring events, and the scope dialog will appear for each:

Time Changes

Move an occurrence to a different time or change its duration. For example, shifting a 3:00 PM lesson to 4:00 PM.

• This event -- Just this one occurrence moves to the new time
• This and following events -- This and all future occurrences move to the new time
• All events -- Every occurrence in the series moves to the new time

Location Changes

Change the location or room assignment for an occurrence.

Instructor Substitutions

When the scheduled instructor can't teach a specific lesson, you can assign a substitute. To do this:

1. Click the lesson on the calendar to open the event popover.
2. Click Assign substitute instructor.
3. Select the substitute from the list of available instructors.
4. Optionally, enter a Reason for the substitution (for example, "illness", "family emergency", "vacation coverage").
5. Save.

Substitutions always apply to only the selected lesson — they do not affect other lessons in the same recurring series. If you need a long-term substitute, apply the substitution lesson-by-lesson, or edit the session itself to change the primary instructor.

:::note Substitutes are credited with the earnings Conductly tracks which instructor actually taught each lesson, and earnings are attributed to the substitute (not the original instructor) for that occurrence. See the Earnings documentation for details. :::

Cancellations

When you delete an occurrence from a recurring event, you will be asked the same scope question:

• This event -- Deletes just this one occurrence
• This and following events -- Deletes this and all future occurrences
• All events -- Deletes the entire series

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How Deleted Occurrences Work

When you delete an occurrence from a recurring series, it is removed from the calendar entirely -- there is no strikethrough or "cancelled" marker, and you will simply see a gap in the schedule where the lesson used to be. Once deleted, the occurrence cannot be selected later for make-up credits or anything else.

Because of this, plan make-up credits before you delete:

• In List view, select the occurrences you are about to cancel and use Assign make-up credit to grant credits in bulk, then delete the events.
• Or grant a credit any time from the student's profile with Assign Credit (choose the "Make-up Lesson" credit type). See Credits & Scholarships.

note

A deleted occurrence leaves no record -- it disappears from the calendar and from attendance tracking entirely. If you want a "missed lesson" record instead of removing the lesson, keep the occurrence and apply a Missed (no show) or Missed (with notice) label from the event popover's Label menu. Missed lessons stay visible (faded) on the calendar and feed the Attendance report (see Report Templates).

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Best Practices for Recurring Events

1. Set up recurrence when you create the event. It is easier to configure recurrence during initial creation than to convert a one-time event to recurring later.

2. Use "This and following events" for permanent schedule changes. If a student's lesson time changes starting next month, editing from that date forward keeps the historical record intact.

3. Use "This event" for one-off changes. A one-time room swap or time adjustment should not affect the rest of the series.

4. Set an end date for semester-based schedules. If your school runs on semesters, set the recurrence to end on the last day of the semester. This prevents events from generating beyond the active teaching period.

5. Set up closed dates for holidays and breaks. Recurring events do not generate occurrences on closed dates -- those days are skipped automatically (and not billed for Per Meeting plans). See Closed Dates & Holidays for more information.