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Editing a session

How a staff member changes the time, date, group, leader, room, title or colour of one session or of the whole series.

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Step by step

  1. 1

    Click the session in the calendar.

  2. 2

    Press the pencil (Edit Event).

  3. 3

    Make your changes in the Main and Settings tabs.

  4. 4

    Press Edit This Event or Edit All Events.

How it works

Keeps the schedule up to date, move a practice, change the room or add a child to a session, without creating it again.

You need the Manage events and their sessions permission. Click the session on the Calendar page of the admin dashboard and press the pencil. The window switches to edit mode with two tabs, Main and Settings.

Finally choose how to save:

  • Edit This Event: changes only this session: date, start and end time, title, description and colour. If the date or time changes, attendees get a class-rescheduled notification.
  • Edit All Events (series only), changes the whole series: title, description, colour, room and times; if you change the date, the whole series moves by the same number of days. No notification is sent for this change.

Changes to groups, people and leaders always apply to the whole series. If you changed them, Edit This Event is disabled and a note explains that group changes apply to the entire series. Newly added groups or people get a notification about the session.

The repeat pattern (frequency, days, count), the attendance limit and pack credits can't be edited.

Good to know

The room applies to the whole series and is only saved with Edit All Events. A room change saved with Edit This Event isn't stored.

A cancelled session can't be edited, reinstate it first.

Back returns the window to view mode and discards unsaved changes. The same happens if you close the window and reopen it: it starts again from the preview.

On this screen

Back bar with cancel and delete icons

The top bar of the edit form.

Lets you return to the preview or cancel/delete the session straight from the form.

Back resets the fields to the saved values and shows the preview. The cancel and delete icons open the matching confirmation in the preview.

Main and Settings tabs

Main · Settings

The two tabs of the edit form.

Split the fields into who-and-when and how.

Main holds who the session is for, who leads it, the date and times and the colour. Settings holds the title, the room, the locked limit and the description. The form always opens on Main.

Who this event is for field

A dropdown with the session's groups and a list of their people.

Lets you add or remove groups and limit the session to certain people.

The dropdown shows All Groups (a session for the whole school), Choose groups… or N group(s) selected. In it you can pick All Groups (only if you have access to all groups) or add and remove groups one at a time.

Each chosen group is a row with a Whole group or N member(s) badge. Tap the row to see its people and switch between Whole group and Specific members. Under Specific members tick people; Select all ticks everyone; with more than 6 people there is a Search members… field. Ticking everyone or nobody turns it back into the whole group. X removes the group.

Who leads this event section

The staff leading the series.

Changes who leads the session.

The choice is from the chosen groups' staff (all staff for a whole-school session). If you change the groups, people who are no longer eligible are removed automatically. The change applies to the whole series.

Date and times (From, Start Time, End Time)

From · Start Time · End Time

The date and times of the session you opened.

Moves the session to another day or time.

The fields hold the opened session's date and times. With Edit This Event only it moves; with Edit All Events the whole series moves by the same number of days and takes the new times. A multi-day event also has a To field for the end date. The end time must be after the start time.

Colour

Color

The session's colour in the calendar.

Repaints the session or the whole series.

The same colours as when creating: the school's own colours first, then the built-in ones. If the session has a colour that is no longer in the list, it is shown as selected. With Edit This Event only this session's colour changes, and only if you pick a different colour: otherwise the session keeps following the series colour.

Settings tab

Title, room, locked limit and description.

Holds the fields that describe the session.

  • Title: 3 to 50 characters.
  • Room: shown if the school has rooms. If the session's room was deleted it shows as Room no longer available until you choose another.
  • Attendance limit: read-only, with a lock and the hint Can't be changed after the event is created; shows the limit and whether the session counts toward packs.
  • Add description: reveals the description field (up to 500 characters).

Edit This Event button

Saves the changes only for the opened session.

Allows a one-time change, say one practice earlier, without touching the series.

Saves this session's date, times, title, description and colour. If the date or time moves, attendees get a class-rescheduled notification. Disabled if you changed a series' groups, people or leaders. For a one-off session it is the only button, and it also saves group changes.

Edit All Events button

Saves the changes for the whole series.

Changes every session in the series at once.

Only shown for a series. Saves the title, description, colour, room and times for the whole series and moves it if you changed the date. It also saves group and leader changes. Sessions changed individually keep their own changes.

Frequently asked questions

What happens to sessions changed individually if I edit all?

A session that was moved or changed on its own keeps its changes.

How do I change a weekly repeat to daily?

The repeat can't be edited. Delete the series with **Delete All Events** and create a new one.

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