1. The Need
3. Making It Happen
4. Use Case Scenarios
1. The Need
Many organisations deal with recurring events such as courses, weekly clubs/groups and so on. While Civi deals well with one-off events, it can't easily handle recurring events. The core of this feature is the ability to handle more complex events. The overarching term ‘recurring events’ includes several different scenarios:
- An event with multiple sessions such as a 10 week training course for which someone registers only once
A genuinely recurring event – like a youth club, class or our running club. Set it up once and it can run each week or you can block out times (eg no class in the school holidays)
A repeating event - such as a thank you event for donors which runs on 3 different evenings and people choose to attend just one
This campaign will also enable organisations to record attendance for their Civi groups. Groups are a key indicator of engagement for many organisations and tracking their attendance opens up many possibilities. Reporting may indicate which groups are thriving; which leaders are effective; which marketing campaign has been successful and so on.
As well as being of benefit to many current Civi-users, these developments have the potential to draw in new users too as recurring events such as weekly gatherings and courses are the bedrock of many non-profit organisations. I'm looking for funding to make this a successful 'Make It Happen' project so please read on!
The new functionality would enable Civi users to:
- Create events/courses that run for a number of weeks/months eg weekly events or a course that runs for 10 weeks, three times a year. Build in the flexibility to alter certain session times eg skip a holiday Monday in the middle of a term. Ensure that when a detail of the repeating event is changed (eg time, description) this changes all events in the series if specified.
- Record attendance and report on this, both globally and by individual/event/small group and by week/month/course, mapping trends in attendance.
- Re-use previously created schedules
- Assign people to these ongoing events at any stage
- Create and assign people to smaller groupings within a weekly event eg small groups within a youth club
- Record notes about an attendee on a particular week/course
- Record attendance for Civi groups. Report on this, reflecting current group hierarchies in Civi.
In the future it would be helpful to use recurring events in conjunction with resource booking eg the ability to book a venue/teacher as part of a recurring event and also to manage volunteer teams. Other Civi developments are currently in process which may cover this functionality in time.
3. Making It Happen
This project has been costed at $20,000 (£13,100). Please consider:
Making a significant contribution in order to be a seed funder who helps to shape this functionality
Contributing whatever you can, large or small, to this project. Many of those it will help are small organisations and your $50 is as valid as someone else’s $500!
If you’d like to discuss this further, please contact me on email@example.com
4. Use case scenarios
Please add yours... here's mine for starters:
Groups and Courses at a Church
As a large church based in Bristol, England (www.woodlandschurch.net), we run many different courses and groups. Recurring events and attendance reporting in Civi would be used in many different scenarios such as:
- Weekly children’s groups – generating registers (with relevant notes for leaders eg nut allergy), recording attendance and reporting to aid our understanding of current and future needs. Plot trends in ‘All Children’s Church Groups’ as well as individual age-related groups.
- Training courses – we run a variety of long and short courses. As above, registering and attendance reporting would be used eg emails could be sent to ‘people who attended less than 3 weeks’ to invite them to the same course at a later date to cover missed sessions. The ability to flag up non-attendance could helpfully trigger a call from the leader to check that all was well.
- Small groups – we have over 100 groups meeting across the city and attendance is a key indicator of engagement and effectiveness. Attendance reporting would help us to answer questions like: Which groups growing? Is this inked to a particular area or age demographic? Do we need more groups in a particular area of the city? Are the leaders effective?
Adult Education Program
I run an adult education program (LivingstonACE.org) in a small (pop. 7,000) town in Livingston, Montana, USA. I offer a variety of classes year-round. Almost all classes are recurring events. In addition to classes, I also help organize clubs and groups for people who want to gather and learn without an instructor. Most of these groups meet year round. The website also serves as a central repository for any public adult education opportunity, whether or not it is organized by me.