Annual Calendar Setup and Event Rollover

Modified on Fri, 24 Jan at 12:13 PM

Quickly copy calendar events one month at a time. This process is designed to speed up the creation of termly/annual calendars where the same events occur each term/year, but not in a recurring pattern (not a recurring event).

The Annual Calendar Setup option is only available to Publishers (user level) in SOCS.

Accessing the Annual Calendar Setup tool

Step 1

Step 2

Select Annual Calendar Setup button

Copying Events to a New Date

Step 1

Select the month which you would like to copy events from

Step 2

You will see the event list for the selected month with the original start date and a field to enter the new start date in the right hand columns.

Step 3

The system auto-populates the new date with the same weekday in the same week for the following year.

You can edit this by clicking in the date field and selecting the required date.

Step 4

If you do not want to copy an event, un-tick the "Copy" checkbox for that event. If you then decide to copy the event you can re-tick the "Copy" checkbox for that event.

Step 5

Click the "Save & Copy Events" button at the bottom of the list.

All events with the "Copy" checkbox ticked and a date added in the yellow column will be copied to the new date.

Copying Certain Events Only

If you only need to copy a small number of events from the list, follow these steps:

Step 1

Select the month which you would like to copy events from

Step 2

Use the "Clear All" button at the top of the "Copy" checkbox column. This will un-tick all checkboxes.

Step 3

Tick the Copy Checkbox alongside relevant events.

Step 4

The system auto-populates the new date with the same weekday in the same week for the following year.

You can edit this by clicking in the date field and selecting the required date.

Step 5

Click the "Save & Copy Events" button at the bottom of the list.

Chosen events with the "Copy" checkbox ticked and a date added in the yellow column will be copied to the new date.

Reviewing Copied Events

Once you hit "Save and Copy Events, you will then be shown an overview screen with all of the events that were copied.

From here you can edit and delete the copied events as necessary.

Once you are happy with the copied events, click “”Back to Annual Calendar Setup” to return to the Setup page.

Can I see Events that Have been Copied Previously?

Yes. Copied events can be viewed in the Annual Calendar setup area.

Step 1

Step 2

Select Annual Calendar Setup button

Step 3

Select View Previously Copied Events. These are organised by the date and time they were copied.

View Previously Copied Events is only visible if the Annual Setup tool has been used.

You will also see that any events in the event list for the month have a green tick in the “Copied” column. You can still copy those events again if necessary by clicking the “Copy” checkbox and entering a new date.

Important Information About Copied Events:

Events will be copied as unapproved and unpublished events.

Events will be copied with the same timings, location and other details.

Events spanning multiple days will be copied with the same date span from the new start date entered.

For recurring events, only the single instance of the event will be copied.

Events are copied with the same "Added By" user details as when they were originally added. When they are copied, you will also be able to see who copied the events.