Automate: create events automatically

Automate creates the template's events for you, some days ahead. A weekly service can always have the next five Sundays on the calendar, with the rotations filled in and the alerts ready, without anyone creating them.

Turn on Auto CreateStaff

1. 1
   Open the Automate tab and turn on Auto Create 1 (marker 1 on the screenshot).
2. 2
   Pick the date of the first event in Starting 3 (marker 3 on the screenshot). Its weekday is the day the events fall on.
3. 3
   Optional: pick an Ending date 4 (marker 4 on the screenshot). No events are created after it.
4. 4
   Type the Interval 5 (marker 5 on the screenshot) and pick the period in Every 6 (marker 6 on the screenshot): 1 and Week(s) is weekly, 2 and Week(s) every other week.
5. 5
   Type Create days before 7 (marker 7 on the screenshot): how many days ahead each event is created.
6. 6
   Optional: check Auto-create only on specific … 8 (marker 8 on the screenshot) (see below), and Alert template owner (via Email) when new Event is created 9 (marker 9 on the screenshot).
7. 7
   Read the Event Formula 2 (marker 2 on the screenshot) to check it, then select Save Template.

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How it works

• Once a day, in the evening (about 7 PM New York time in winter, 8 PM in summer), Scheduly creates the event that falls exactly Create days before days later, counting from Starting by the interval. The run happens at midnight UTC, and days are counted by that date, so a new event appears on the evening before the day you'd expect. One event per template per day.
• The event is made like any other from the template: its time, schedule, people, rotations, alerts and teams.
• If an event with the same name is already on that day (say you created it by hand), none is added.
• With Alert template owner checked, the template's owner (Settings and history) gets an email for each new event.

Only some weeks of the month

For an event on the 1st and 3rd Sunday, use Every Week(s), check Auto-create only on specific weeks of the month, and type the weeks 2 (marker 2 on the screenshot), like 1,3. The formula shows it 1 (marker 1 on the screenshot).

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Why wasn't an event created?

• It was too close. Only the date exactly Create days before ahead is created each night. Add nearer ones in the Planner.
• The dates don't line up. Events fall on Starting plus whole intervals. Check the Starting date's weekday.
• A filter or Ending. The date isn't in the weeks you listed, or it's after Ending.
• It already existed. An event with the same name on that day stops a second one.