Creating, Editing and Deleting Recurring Events

Recurring appointments are especially practical for repeat events like church services, team meetings, or other regular appointments in the congregation – especially if you use the rota system. Instead of creating each individual appointment manually, you can create an entire series of appointments with just a few clicks – and set different repetition rules. In this article, we show you how to do this, how to edit or delete recurring appointments, and what you should consider when using duties.

Recurring appointments can only be created on a computer – not in the mobile app.

Creating a recurring appointment

Open the Calendar and click on "Create Appointment".
A small window will open. Click on "More Options" in the bottom right corner.
In the expanded window, you will find the option "Does not repeat" below the date and time area.

Click on it to select a repetition rule.

Multi-day recurring events: For an appointment that should recur over several days, keep the start date and end date on the same day and use the repetition rules to extend it across the desired days. If you instead create a single appointment with different start and end dates, it is shown as a continuous multi-day block in the calendar overview. This block can take up the space of other appointments on those days, so they are hidden under the "More" footnote – even when they take place at a different time of day.

Creating custom rules for recurring events under "Custom":

Setting repetitions and, if necessary, end date:

Daily (e.g., every two days)
Weekly (every two weeks or several times a week)
Monthly (on the same date or the same weekday and in which week of the month (first/last/...))
Annually (e.g., every two years)

Additionally, you can set an end date or a maximum number of repetitions.

The system always generates series only two years ahead from the current date. You can create a series with any end date, but only appointments up to this two-year horizon are displayed. For example, a weekly appointment is shown weekly until the same date two years from now, while a single annual appointment (e.g., in December) is only displayed for the current year and the following year. Future occurrences are automatically added as the horizon advances – for instance, an annual December appointment is extended by the next year's date each December.

Defining exceptions:

Specific dates and periods can be included in or excluded from the series.
The series can be limited to specific calendar periods, such as public holidays, school holidays, or church holidays.
The series can be limited to specific months (e.g., April, May, June).

With the "limit to" option, you can quickly create events that only take place during school holidays, for example.
With the Plus, you can include dates.
With the Minus, you can exclude dates.

Use the Preview to check the appointments you have created.

Note that you need to proceed logically if you combine "include", "exclude", and "limit to". For example, if you "exclude" the Easter holidays but "include" Holy Week, you will probably not get all the desired dates.

Scheduling events on irregular dates (e.g. different weekdays each month)

If an event does not follow a single fixed rule – for example, it takes place sometimes on the first and sometimes on the third Tuesday of the month – you can still create it as one series:

Set the base repetition rule under Custom (e.g. the weekday that occurs most often).
Use the Plus (include) option to add the extra dates that fall outside the rule.
Use the Minus (exclude) option to remove the dates generated by the rule that should not take place.
Check the result in the Preview before saving.

This lets you combine several irregular dates into a single series instead of creating each appointment individually.

Duties in recurring appointments

If you add duties to a recurring appointment, they will be applied to all appointments in the series. It is currently not possible to assign duties only for individual appointments in the series.

So, if you want to plan a specific Sunday differently, for example, you must:

Delete that one appointment from the series
Then create a new single appointment and enter duties there as desired

If people are already booked for duties and you want to delete an appointment from the series, you will be asked if you want to inform these people about it.

Editing a recurring appointment

You can adjust individual events within a series – for example, the location, notes, or the time of subsequent events.
The dates of the entire series cannot be changed retroactively, as this would overwrite all existing data (tasks, intention, etc.).

If you need a series with a new date, you should:

Copy the existing series
Adjust the time and re-add the repetition rules
Save the new series and update the rotas if necessary.

What happens when copying?

When you copy a recurring appointment, no new recurring appointment is created, but a single appointment.
The repetition rule and the assigned people in duties are not carried over – only the contents of the appointment (title, location, note, duties themselves, etc.).

Deleting a recurring appointment

When you open an appointment from a series, you will find a trash can icon in the top right. When you click it, you can choose what should be deleted:

"This event" – Only the single appointment is deleted
"All following recurrences" – All appointments starting from the selected date are deleted; previous ones remain
"All events" – The entire series (past and future appointments) is deleted

If you have questions about duties in ChurchDesk, we recommend a separate article:
👉 Rotas

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Updated on: 16/10/2026

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