Managing Multiple Occurrences

Occurrences are specific time slots when your event happens.

Understanding Occurrences

An occurrence is a date and time when your event takes place. This is what makes Church RSVP different from simple registration forms—you can manage multiple time slots as part of one event, each with its own capacity and settings.

Think Christmas Eve services with four different times, or a conference with morning and afternoon sessions. Each time slot is an occurrence.

Creating Occurrences

When you create an occurrence, you’ll set:

• Date and time
• Location (physical, virtual, or hybrid)
• Capacity limits
• How capacity is displayed to attendees

Duplicating Occurrences

The fastest way to set up multiple occurrences is to create one with all the right settings, then duplicate it and just change the time. This is particularly useful for large events—set up one occurrence perfectly, duplicate it a dozen times, and adjust the times. Done.

When you duplicate an occurrence, it copies the seat type configuration and capacity settings, which you can then adjust as needed.

Occurrences and Seat Types

Each occurrence can have its own selection of seat types with independent capacity limits. You might have “Adults” and “Children” seat types available across all your Christmas Eve services, or you could offer “VIP Seating” only at certain times.

Seat types can be shared across occurrences or unique to specific ones. The capacity for each seat type is managed per occurrence—so “Adults” might have 200 seats at the 5pm service but 300 at the 7pm service.

This flexibility lets you handle different venue configurations, special seating arrangements, or capacity variations across time slots. When you duplicate an occurrence, it copies the seat type configuration and capacity settings, which you can then adjust as needed.

Capacity Settings

Each occurrence manages capacity independently. You can set overall capacity for the occurrence, individual limits per seat type, and control when capacity information shows to attendees.

The capacity display settings let you choose when people see remaining seats: always, never, or only when you hit a threshold like 75% full. Showing capacity creates urgency and helps spread people across time slots. Hiding it can be useful if registration is slow and you don’t want to broadcast empty seats.

Common Patterns

Christmas/Easter Services: Create occurrences for each service time. Set capacity based on sanctuary size and parking. Show remaining capacity to encourage people toward less-full services.

Multi-Campus Events: Create separate occurrences for each campus at the same times. Let people choose their preferred location.

Weekly Services: Duplicate occurrences week by week. Monitor which times fill up and adjust capacity accordingly.

Conferences and Retreats: Set up all sessions as occurrences. Use capacity thresholds to create urgency as sessions fill.

What Shows on Your Dashboard

Your event dashboard displays real-time data per occurrence: total RSVPs, remaining capacity, percentage full, and how registrations break down by seat type. This helps you see which times are popular and whether you need to add capacity or encourage people toward other time slots.