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
Weekly	Repeats every week on the same day (e.g., every Tuesday)
Biweekly	Repeats every other week on the same day (e.g., every other 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
• Exclusions -- Specific dates within the pattern to skip (holidays, breaks, etc.)

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 Only

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 only" 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 only -- Just this one occurrence moves to the new time
• This and following -- 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 Substitute Instructor.
3. Select the substitute from the list of available instructors.
4. Enter a reason for the substitution (required — 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 only -- Cancels just this one occurrence
• This and following events -- Cancels this and all future occurrences
• All events -- Cancels the entire series

note

Cancelled occurrences of recurring events still appear on the calendar with a strikethrough style. This is intentional -- it gives you and your team a clear visual indicator that a lesson was scheduled but was cancelled, which is important for billing and attendance tracking.

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How Cancelled Occurrences Work

When you cancel (delete) a single occurrence from a recurring series, it is not removed from the calendar entirely. Instead:

1. The occurrence appears with a strikethrough visual treatment
2. It is clearly marked as cancelled
3. It remains visible so you can see the gap in the schedule
4. It can be referenced for make-up credit assignments

This behavior is different from deleting a one-time event, which is removed from the calendar completely.

tip

Use the List view's Actions > Assign make-up credit feature to quickly grant make-up credits for cancelled lessons. Select the cancelled occurrences, and Conductly will walk you through the credit assignment process.

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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 only" 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. Review closed dates. Recurring events still generate occurrences on closed dates (holidays, breaks). These occurrences will be visually marked on the calendar. See Closed Dates & Holidays for more information.