Your team may follow a very similar schedule week-to-week or year-to-year.
The Bulk Calendar Copy feature in AMS by Catapult makes it possible to copy (duplicate) existing events. For example, you could copy all events from the current week to next week, or all of December this year to December next year.
AMS takes you through the process step by step, and you can choose which events to copy (ALL or only a selection) and whether to keep the recipients the same or make changes.
Check which roles have permission to use 'Bulk Calendar Copy'
To check which roles are able to use this feature, or to enable it for your role, navigate to Administration > Configuration > Roles & Permissions, and edit the relevant role.
You will find the permission checkboxes under Calendar > Bulk Actions.
Using 'Bulk Calendar Copy'
Return to your Calendar. As long as your role has the required permission (above), you will have the ability to use the feature.
Note: the Calendar view you are looking at now (e.g. Day, Week, Month), and the Filters you currently have applied (Members, Groups, Categories and Venues) will be the same initial view you see when you enter Bulk Calendar Copy.
To access, click More Actions in the top-right corner of the Calendar, and then choose Bulk Event Copy.
Select the events you want to copy
At the top of the Bulk Event Copy page, you will see you are now on Step 1 of 4: Event Selection.
Note: events can only be copied if they are a single event (recurring events can't be copied using this method).
If you are seeing a large number of events in the Event Preview, you may wish to click 'Show Filters', to narrow down the events that will be copied.
The filters are the same as on the regular calendar view - Members, Groups, Categories and Venues. You must also choose a Date Range. After you have made any changes to your filters, click Search. Notice that in the Event Selection Preview the filters have now been applied.
In the preview, you can also click the event itself to select or deselect individual events. If you click and event, it will 'grey out' which means it will not be copied.
In the example above, 5 events will be copied.
When you are happy with your selection, click Next.
Manage invitations to copied events
Manage Invites is the second step in the process, and there are 3 options to manage invitations when using Bulk Calendar Copy.
- Keep existing (all recipients will stay the same as on the original events)
- Keep existing and add additional (original recipients will remain, but you can invite more users)
- Discard existing and create new (original recipients will be removed, so you must add all recipients from the start).
In the same way as when creating a new calendar event, you can add individuals or groups, by moving the user or group from the box on the left to the box on the right side.
'Paste' events to their new time
The third stage of the process is to select the Date where events should be pasted. To do this, use the date picker to select the date that the FIRST event should be created on (e.g. from 24 April, as below).
You will see a preview of the events that will be copied.
You can also select additional paste dates, if you want to copy the same events to a number of weeks.
Once you are happy with the dates you have selected, click Apply.
The final stage of the process shows the status of the event copying. If you are only copying a small number of events, this process should take no more than a minute.
If you are copying a week, month, or entire season, with hundreds of events, it will take longer.
Note: the copy function will run in the background, so it's ok to navigate away from this page. Once the copying process is finished, you will get an AMS notification. You do not need to wait!
The notification will look similar to below, and once you see this, all the events you copied will now be in the calendars of those you invited.