Recurring events

Setting a repeat rule

When reserving an event, tick Repeat this event to book a whole series in a single submission. Admins and Managers can do this, just like single bookings.

The repeat rule lets you choose:

• How often — daily, weekly, or monthly, with an “every N” interval (for example, every 2 weeks).
• Weekly — which days of the week. This defaults to your start date’s weekday until you pick your own days.
• Monthly — a day of the month, or a pattern like “the second Tuesday”.
• When it ends — on a date, or after a number of occurrences (the default is after 12). A series always has an end — it can’t repeat forever, and very long series are refused.

The submit button changes to Reserve series.

Availability across every date

When Repeat is on, the room list checks each room against every date the series lands on — not just the first one. So a room never reads as free if a later date has a clash.

Each room shows an honest whole-series headline:

• Free on all 12 dates — the room is open for the entire series.
• A mixed summary such as Free on 8 · moves 2 · you’d move 1 · 1 unwinnable — the room is clear on some dates and needs handling on others.

Under a room that isn’t clear on every date, the specific dates are listed with the reason for each — for example “Aug 3 · moves 1 lower-priority event”, “Aug 10 · you’d take another free room”, or “Aug 17 · unavailable — held by an equal or higher priority event”. This lets you pick a better room, or adjust the times or rule, before you commit.

If the time, duration, or repeat rule changes, the summaries recompute for the new set of dates.

How conflicting dates are handled

You don’t have to get every date perfectly clear before booking. When you reserve a series that clashes on some dates, Venvy books the dates it can and handles each contested date on its own. Before anything is booked you see a Recurrence conflicts screen that lists every date and what will happen to it, and nothing changes until you press Confirm.

Each contested date is one of these:

• They Move — your event outranks a lower-priority event in the room on that date, so that event is moved to another suitable room and its manager is notified. This is the same relocation that happens for single bookings, now applied per date.
• You Move — an equal-or-higher-priority event holds the room on that date and can’t be moved, but another room is free. Your event takes that free room for that date only; the other event is left untouched and no one else is notified. Venvy suggests the best free room and pre-fills it — you can pick a different room from the list, or choose Skip this date to leave that date unbooked.
• Blocked — an equal-or-higher-priority event holds the room and no other room is free for your event that date. The date can’t be booked, so it’s skipped. No one is notified.

The footer keeps a running count as you make choices — for example “2 dates will be skipped — 10 of 12 will be reserved.” If every date turns out to be blocked, nothing is reserved and Venvy asks you to change a room or the times first.

After you confirm

Venvy books the resolved dates in one step and confirms how many were reserved — for example “Series reserved — 10 dates booked” — along with any dates that were skipped. A series can therefore span different rooms on different dates (wherever “You Move” applied) and can be shorter than requested if some dates were skipped.

On the calendar

Each occurrence appears on the calendar as an ordinary event — colored by room and included in filters, exactly like a single booking. Because “You Move” dates can land in a different room, occurrences in one series may not all share a room.

That also means each occurrence is managed on its own: editing or deleting one occurrence changes only that date, not the rest of the series. See Editing and deleting events.