Recurring Events

Hi.Events supports recurring events: one event page sells tickets for every date — a weekly class, a nightly show, a venue tour with multiple time slots per day — and buyers pick their date and time at checkout.

Creating a Recurring Event

1. Click Create Event
2. Enter the event name, then click the repeat chip (it shows Doesn’t repeat by default) and choose Repeats
3. Optionally set the category and description — dates come next

Recurring events don’t take a start and end date at creation. Instead, you set up dates afterward from the Occurrence Schedule page in the event sidebar.

Turning an Existing Event Into a Recurring One

If you created a one-off event and it needs more dates, you don’t have to start again:

1. Open the event and click Event Settings in the left sidebar
2. Go to Event Type and click Change to recurring event
3. Confirm

The event’s current date becomes its first date, and you add the rest from Occurrence Schedule. Capacity assignments don’t apply to recurring events, so use per-date capacity instead.

Think before you do this on an event that’s already selling. A recurring event can only go back to being a single event while it has exactly one date, that date isn’t cancelled, and it has no orders. Cancelled dates count, so delete any others first. Cancelled orders count too, so once anyone has ordered, the event stays recurring. To change back, click Change to single event in the same place. That date’s own prices, product visibility, capacity and label are removed, and its time and location are kept. Check-in lists that were for that date then cover the whole event.

Setting Up a Schedule

From Occurrence Schedule, open the Add Dates menu and choose Set Up Schedule to define a recurrence rule. The menu also holds Add a Single Date, and Set Up Schedule becomes Edit Schedule once you’ve saved a schedule. While there are no dates yet, the page also shows a Set Up Schedule button in the middle.

A recurrence rule is made up of:

• Frequency — daily, weekly, monthly, or yearly, with an interval (e.g. every 2 weeks)
• Days — for weekly rules, pick the days of the week; monthly rules can use days of the month (e.g. the 1st and 15th) or a weekday pattern (e.g. the first Friday)
• Times — up to 24 time slots per day, each with a start and end time and an optional label (e.g. “Matinee”)
• Runs — for a set number of dates, or until an end date
• Capacity — a default capacity per date (leave empty for unlimited)

A live preview shows how many sessions the rule creates and highlights the dates on a calendar. You can also Add a Single Date for one-off additions.

Calendars and date pickers, including the date calendar buyers see, start on your organizer’s First day of the week (Monday unless you change it in organizer settings).

Schedules can generate up to 1,200 sessions. Every schedule is created in the background, no matter how many dates it contains — a banner with a progress bar appears while the dates are generated and clears automatically when it finishes. The bar shows that work is in progress rather than a percentage.

If you re-run the schedule later, dates you’ve edited or cancelled, and dates that already have orders or attendees, are always kept.

Capacity and Ticket Allocation

Two settings decide how many people can book a date, and whichever is lower is what you can sell.

Capacity is the size of the room — the total number of people who can attend a date across every ticket. Set a default when you add dates, and change it for any single date from Edit on the Occurrence Schedule page. Leave it empty for no limit.

Ticket allocation is how many of each ticket you sell on a date. It comes from the ticket’s Quantity Available field on Tickets & Products. Next to that quantity, a scope control lets you choose:

• Per date — the quantity applies to every date in the schedule. A ticket set to 20 per date can sell 20 on Monday and another 20 on Tuesday
• All dates — one pool shared by the whole run. A ticket set to 20 all dates can sell 20 in total, whichever dates they fall on

New tickets default to per date; new general products default to all dates. Tickets created before this setting existed stayed on all dates, so their behaviour didn’t change.

Wherever you set a date’s capacity (the schedule, Edit Date and Bulk Edit), a How capacity works link opens a summary of these rules with worked examples.

Worked Examples

Only tickets count toward capacity. General products like merchandise or parking never do.

Per-Date Overrides

Any single date can differ from the rest. Open a date’s Products tab from the Occurrence Schedule page to:

• Turn individual products on or off for that date
• Set Price this date — what this date charges instead of the standard price
• Set Quantity this date — how many of that ticket this date gets instead of its usual per-date allocation

Tiers set to all dates can’t have a per-date quantity, since their pool is shared. They show a dash instead, with a tooltip saying the quantity is shared across all dates.

The same tab shows how many are booked out of how many can be sold. Click Details for the Booking limit for this date breakdown (hovering the Booked figure on the Occurrence Schedule page shows it too): the date’s capacity, its total ticket allocation with a row per tier, how many are Sellable, and how many are Booked. When the two limits disagree it tells you which one is binding — Limited by capacity or Limited by ticket allocation. Tickets on a shared pool show as All dates · shared.

Managing Individual Dates

Each date can be edited independently:

• Date, time, and label
• Location — use the event’s location, a different venue, or online with its own connection details
• Capacity and whether remaining capacity is shown to buyers
• Products, prices, and quantities — control which tickets are available on that date, and override their price or quantity for that date alone (see above)

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Edited dates are marked with a pencil icon. If you change the date or time of a session that already has attendees, you can send them a pre-filled reschedule message — nothing is sent automatically.

To change many dates at once, click Bulk Edit and choose Shift times, Change duration, Update capacity, Update label or Update location. You can apply it to the dates loaded on the page or to all matching dates, with Future dates only and Skip manually edited dates options. To cancel or delete several dates, tick them in the list and click Cancel or Delete.

Cancelling and Deleting Dates

• Cancel — attendees are notified by email, waitlist entries are cancelled, and if you have permission to issue refunds you can also refund the orders. A cancelled date can be reopened with Reopen for new sales only if it had no ticket sales that were cancelled with it.
• Delete — removes a date entirely. A date with orders or attendees can’t be deleted (cancel it instead), and a bulk delete skips those dates. Deleted dates won’t be recreated if you regenerate the schedule.

What Buyers See

On the event page, buyers see a row of upcoming dates, with More dates to open a full calendar. If a day has more than one session, they then pick a time. Sold-out dates show Waitlist instead if you’ve enabled a waitlist. Times are shown in the event’s timezone.

Two settings under Event Settings → Recurring Event control this display:

• Show remaining capacity on event dates (off by default)
• Hide sold out dates and times (off by default)

You can share a link straight to a specific date from the Occurrence Schedule page.

Check-in, Reports, and More

• Check-in lists can cover all dates or a single date, and the check-in app can filter by date
• Reports include an Occurrence Summary showing sales, attendees, and check-ins per date
• Each date’s detail view shows its own attendees, orders, and gross sales
• Duplicating a recurring event copies future dates only (cancelled dates are left out), with sold counts reset

Last updated 24 October 2026