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Edit and Understand Recurring Meetings

Edit and Understand Recurring Meetings

Learn how to edit all dates. or a single date, within a recurring meeting series, and learn more about working with recurring meetings.
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Written by Jocelyn Gombos
Updated over a week ago

TABLE OF CONTENTS

I. Access Meeting Page

II. Edit Recurring Meeting Series

III. Extend Date for Recurring Series

IV. Edit Single Meeting in Recurring Series

V. Check for Unpublished Meetings in Series

VI. View Recurring Meeting List

I. Access Meeting Page

Access the Meeting Page in one of the following ways:

  1. Through Meetings:

    1. Click Meetings from the main menu panel to access the list of current meetings

    2. Click on the meeting name to open the meeting page

      1. Click View More at the bottom of the meetings list if the meeting date is a later date than those displayed

      2. Click Upcoming Unpublished if the meeting is not yet published at all

  2. Through My Groups:

    1. Click My Groups from the main menu panel to show the drop-down list of personal groups

    2. Click on the appropriate group's name associated with the meeting

    3. Click on the meeting name from the group page to open the meeting page

  3. From the Calendar:

    1. Click Calendar from the main menu panel

    2. Navigate to the date / time of the meeting

    3. Click on the meeting name to open the meeting page

II. Edit Recurring Meeting Series

From the meeting page for any date in the recurring meeting series:

  1. Click Recurring Meeting Settings from the right menu panel on the meeting page

  2. The Recurring Meeting page is displayed - this page shows the title, description, pattern of the meeting, and all of the dates included in the recurring meeting

    1. Click on a date to edit

      1. The Primary date will usually be displayed next to the initial date of the series or by the next meeting to occur in the series; it will not affect updates

    2. The Meeting page for that date will open

  3. Click Edit Meeting Info from the right menu panel of the meeting page

    1. Make any changes needed

  4. Click Save

  5. Select from the options on the Recurring Meeting Settings pop-up window

    1. Update this meeting

      1. Only updates the single meeting date currently edited

    2. Update this and following meetings in this series

      1. Update the single meeting currently edited and all dates following

      2. Note that the primary date (the one being edited) is not always the first date - the primary date may be lower in the dates if the meeting had been extended

      3. Note that if a time or date was edited, that change will only be saved for current meeting being edited, not any other meetings in the series

    3. Update all meetings in this series

      1. Updates every meeting in this entire recurring meeting series

      2. Note that if a time or date was edited, that change will only be saved for current meeting being edited, not any other meetings in the series

  6. Published vs Unpublished

    1. Published: If current meeting series is published

      1. The Send Update Notifications pop-up is displayed

      2. Ensure boxes are checked appropriately and that all individuals who should receive notification are checked, then click Send

    2. Unpublished: If current meeting series is not published, this edit is complete

III. Extend Date for Recurring Series

Although the pattern of the meeting (every weekday, month, quarter, etc) and the time slot cannot be changed, the end date on a recurring meeting series can be extended.

From the meeting page for any date in the recurring meeting series:

  1. Click Recurring Meeting Settings from the right menu panel on the meeting page

  2. The Recurring Meeting page is displayed - this page shows the title, description, pattern of the meeting, and all of the dates included in the recurring meeting

    1. Click Edit to edit the recurring meeting setttings

  3. The Edit Recurring Meeting page is displayed

  4. Update the date

    1. Click in the box for Extend Recurring Meeting Until that displays the current end date

    2. Click on a new date in the calendar displayed and validate the correct new date is displayed in the box for Extend Recurring Meeting Until

  5. Make additional updates if appropriate

  6. Click Save when satisfied with the changes

    1. If changes are no longer desired, click Recur Meeting Info at the top of the page or Cancel at the bottom to return to the Recurring Meeting page that lists all the dates

  7. After clicking Save, the Recurring Meeting page listing all dates is displayed

  8. Published vs Unpublished

    1. Published: If current meeting series is published (Note that the new dates are displayed in the list of dates, and they show as unpublished)

      1. Click on the date of the first one showing unpublished

      2. The meeting page for that date is displayed, click Publish Full Meeting or Publish Calendar Only depending on how the rest of the recurring series is published or what is desired

      3. A Publish Meeting pop-up will appear

        1. Ensure that the This and all future meetings in the series is the option selected

        2. Ensure Send email calendar invites is selected

        3. Ensure proper people are selected to receive notifications

        4. Click Publish

    2. Unpublished: If the current meeting series is not published, no need to proceed further - this process is complete, click Return below the page title to return to the meeting page

IV. Edit Single Meeting in Recurring Series

Note: it is best to make a change to a single meeting (especially if it affects the date or time) after the recurring meetings have been published.

To edit a single date within a recurring series:

  1. Open the meeting page for the specific date to be edited

  2. Click Edit Meeting Info in the right menu panel

  3. Make any changes - including date and time

    1. Please refer to Related Articles if more details on editing a single meeting are needed

  4. Click Save

  5. Confirm that Update this meeting (usually the default) is selected

  6. Click Save

  7. Confirm information is properly selected on the Send Update Notifications page when it pops up

  8. Click Send

V. Check for Unpublished Meetings in Series

From the meeting page for any date in the recurring meeting series:

  1. Click Recurring Meeting Settings from the right menu panel on the meeting page

  2. The publishing status is noted as follows:

    1. Published: nothing next to the date, other than possibly the word Primary

    2. Calendar published: noted in light gray text next to the date

    3. Unpublished: noted in light gray text next to the date

    4. The example below shows a situation where the recurring meeting date was extended, those dates were published to the calendar, then the recurring meeting date was extended again and those dates show unpublished

VI. View Recurring Meeting List

From the meeting page for any date in the recurring meeting series:

  1. Click Recurring Meeting List from the right menu panel on the meeting page

  2. The Meeting Recurrence Schedule page is displayed with the name of the recurring meeting series at the top of the page

    1. The page will open to Today's Meetings tab if there is a meeting scheduled today, otherwise it defaults to the Future Meetings tab

    2. Click the tabs at the top to view

      1. Past Meetings

      2. Today's Meeting

      3. Future Meetings

    3. Click on any meeting name to be taken to the meeting page for that date

    4. Click Join Meeting on any of the meetings to view information about the meeting (Agenda, chats in previous meetings, recordings, etc.) or to join a live meeting

    5. Click View Calendar to open the calendar

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