Who can do this: Branch Admin and Editor can create and edit events and locations. Only Branch Admin can delete. Organisation-level roles (Org Owner, Org Admin) have read-only access across all branches.
Events
Creating a one-off event
A one-off event is a single scheduled activity with exactly one occurrence, such as a guest speaker visit or a special community outreach day.Fill in the event details
Enter the required fields: Name, Location (defaults to your branch’s primary location), Start date/time, and End date/time (must be after the start). You can also add an optional Description.
Creating a recurring event
Recurring events are for activities that repeat on a regular schedule, such as weekly services or monthly prayer meetings.Fill in the event details
Enter the required fields: Name, Location, Start date/time, and End date/time. Add an optional Description if needed.
Enable recurrence
Tick the This is a recurring event checkbox. Choose a recurrence pattern: Daily, Weekly, Bi-weekly, or Monthly. Set the Recurrence end date (required).
Bethel ChMS generates up to 52 occurrences at a time. If your recurring event runs longer than that, additional occurrences are generated automatically each week as needed.
Understanding occurrences
Every event in Bethel ChMS has one or more occurrences. A one-off event has exactly one occurrence, while a recurring event has many. Each occurrence has its own date, time, location, and status. Attendance is always recorded against a specific occurrence, not the event itself. This means you can track who attended each individual service or meeting, even when it’s part of a recurring series.Editing a recurring event
When you edit a recurring event, Bethel ChMS prompts you to confirm whether to Apply to all future occurrences. Changes apply only to future occurrences, past occurrences are never modified.
Managing a single occurrence
You can manage individual occurrences without affecting the rest of the series. Open the occurrence from the event detail page to see the following actions:- Reschedule: Change the date or time of the occurrence. The occurrence is marked as Rescheduled so your team can see it was moved.
- Change location: Override the default location for this occurrence. Choose Same as event to revert back to the event’s default location.
- Cancel: Mark the occurrence as Cancelled. Once cancelled, attendance recording and other actions are disabled for that occurrence.
Deleting an event
Deleting an event removes the event and all of its occurrences from view. Any attendance records that were previously recorded against the event’s occurrences are preserved and remain accessible in attendance reports.Locations
What is a location?
A location is a physical venue where your branch holds events, such as a main auditorium, a community hall, or an outdoor space. Every branch has a primary location that is created during initial setup.Creating a location
Fill in the location details
Enter the required field: Name. You can also fill in optional fields: Address, Post code, and Capacity.
The primary location
Each branch has exactly one primary location. When you create a new event, the location defaults to your branch’s primary location. You can change which location is primary by selecting Set as Primary on any other location.You cannot delete the primary location. To delete it, first set another location as primary.
Deleting a location
You cannot delete a location that is linked to future events, either directly or through event inheritance. If you attempt to delete a linked location, Bethel ChMS displays a list of the events that are still using it.