Event | Editing, Adding, & Canceling Occurrences – eSPACE Support Center

Each event has an Occurrences tab where you can see all the occurrences for that event based on the dates and recurrence rule you chose on the Details tab.

If your event has more than once schedule, then you will also see all the schedules and all the occurrences for all schedules on the Occurrences tab as well.

Present and Past Occurrences

When viewing the Occurrences tab initially you will see all the occurrences since all the occurrences are in the future. If you come back to view the Occurrence tab later you can choose to also view past occurrences.

Expanding Occurrence(s) to See Details

You can expand any or all occurrences in order to see the scheduled items (spaces, resources, and services) for that occurrence.

Editing Individual Occurrences

On the Occurrence tab, you can edit one or multiple occurrences (however, each occurrence has to be edited individually). Once you expand the occurrence that you want to edit, you will see all the options.

Edit Date/Time

You can change the date and/or time for any individual occurrence. Doing this will adjust when that occurrence appears on the calendar.

Occurrences Public Vs Non-Public, Virtual, Offsite vs Onsite

While different schedules and occurrences on the event can be public vs. non-public or virtual vs. not-virtual, all schedules and occurrences on the event can only be either all onsite or all offsite.

Edit Spaces

You can adjust what spaces are assigned to individual occurrences. You can add, remove or choose completly different spaces for any occurrence. These changes will appear for that occurrence on the calendar and in the mobile app under the Event Setup option.

Edit Resources

You can adjust what resources are assigned to individual occurrences. You can add, remove or choose completly different resources for any occurrence. These changes will appear for that occurrence on the calendar and in the mobile app under the Event Setup option.

Edit Services

You can adjust what services are assigned to individual occurrences. You can add, remove or choose completly different services for any occurrence. These changes will appear for that occurrence on the calendar and in the mobile app under the Event Setup option.

Edit Setup

You can adjust the setup notes for individual occurrences. However, in order to do this you will need to "Overrdie the setup" which will convert the occurrence into a separate schedule on the event.

Once the occurrence is converted into an overridden occurrence/schedule you will see a drop down menu appear at the top right of the event with the original schedule on the event as well as the overridden occurrence/schedule. On the Occurrences tab is where you can also see all schedules and all occurrences of all schedules on the event.

Canceling an Occurrence

On the Occurrences tab, you can expand any individual occurrence and select the Cancel option.
- You can also cancel multiple occurrences at once by choosing "Select Multiple" which appears above the list of occurrences. Then you will be able to select check boxes next to each on in order to cancel them as a group.
- Learn more: Event | Who Gets Notified About a Canceled Event, Occurrence or Schedule

Enter your reason why you are canceling the occurrence and then select "Yes".

Once the occurrence is canceled, it will no longer be able to be edited and it will display as Canceled on the occurrence tab of the event as well as the internal calendar views in eSPACE.

Internal Calendar Setting: By default, canceled event occurrence(s) are NOT displayed on the internal calendar. If you want all canceled event occurrence(s) to show on your calendar, an Admin must go to Settings>Advanced>General>Display Features, check the box for the setting shown below and SAVE.

Internal Calendar: The canceled occurrence will then show on your internal calendar as shown below.

Notification: An email notification will be sent to all users & contacts associated with the event.

Public Calendar Setting: If your event is marked as public and you cancel an occurrence, schedule or entire event and want it to be displayed on your public calendar as canceled, you need to do the following: