Setting up Recurrence Rules for Extended Care

Recurrence rules are the rules that govern the specific times and days (or occurrences) extended care is held during the school year. 

Note: A Recurrence Rule is just that, a Rule, which means it must be consistent. Recurrence Rules will not take into account one-off occurrences, though there are many options when creating these rules. Read further to see what a Recurrence Rule can and cannot do.

IMPORTANT: When Creating Recurrence Rules please ensure you complete ALL fields and pay close attention to your dates and times. Recurrence Rules are tied to signup data as well as billing and it's best practice to avoid editing them. 

How to Set Up Recurrence Rules

From the Dashboard:

1. Go to Extended Care > Sessions > Edit the session in need of Recurrence Rules.
2. On the Edit Extended Care Session page, click the Recurrence Rules subtab.
3. Click the New button.
4. Enter a date into the Starts On field.
   
5. Does your Extended Care Session run at the same time every day, Monday through Friday?
   • Enter the From and To start and end times (e.g. from 3:30PM to 5:30PM M-F)
   • Under Repeats, select Daily every 1 day(s)
   • Enter the Repeats Until date
   • Enter the Capacity For Occurrences
     •  Leaving the capacity at 0 will mean there is no limit.
   • Click the Reconcile Occurrences to School Days checkbox
   • Click the Save and Back button
6. Does your Extended Care Session run at the same time every day, Monday through Friday?
   • The times need to be consistent every week. You can have different start and end times on different days, but it has to be consistently that way. (e.g. If school gets out at 1:30 P.M. every Friday, but 3:00 P.M. on Monday - Thursday, you can set those times up for those days. What you can’t do is set up more than one start and end time on a given day, which means on Mondays, Extended Care can’t start at 1:30 P.M and also 3:00 P.M. You need to set up a second session for that.
   • Daily - If the start and stop times are the same every day.
   • Weekly - If the start and stop times change on different days, but are consistent week-to-week.
     • You need to set up a recurrence rule for every day with a different time (e.g. If Mondays run from 3:00 P.M. to 5:00 P.M., Tuesdays run from 2:00 P.M. to 5:00 P.M., and on the rest of the days, Aftercare runs from 1:30 P.M. to 5:30 P.M, you would have a total of 3 recurrence rules. One for Monday, one on Tuesday, and one for Wednesday through Friday).
     • Select the appropriate days to set up your recurrence rules.
   • Indicated when the occurrences start and end in the From and To fields.
   • Under Repeats… select the frequency of the occurrences.
   • In the Repeats Until field, select the date on which the session ends (e.g. last day of school)
   • Under Capacity For Occurrences indicate the total capacity of the Extended Care session, how many participants can sign up for a given session before it’s full?
     • If you don’t have a max occupancy, just set the number to 0.
   • Click the Reconcile Occurrences to School Days checkbox and the occurrences will mirror your set school days in BigSIS that you setup every new Academic Year.