Step by step

1. Open the Weekly Schedule list

   In the left-hand navigation, find the Meetings group and click Weekly Schedule. The list view opens at /admin/collections/recurring-meetings and shows columns for title, day of week, start time, programme, and whether the schedule is active.

2. Click Create New to open the form

   Click the Create New button to open the new-schedule form. Give the schedule a title — something like Adults — gi works as a prompt. Then choose a meeting type from the dropdown; Session is the default and is the right choice for a class, practice, rehearsal, or regular service that repeats each week. Lodge-specific types such as Stated, Officers, or Degree only appear if your organisation keeps degree records.

3. Choose the day and time

   Select the day of the week the session falls on, from Sunday through Saturday. Enter the start time in 24-hour format, for example 19:00. End time is optional.

4. Optionally link a programme and a leader

   If this session belongs to a programme — a class group, team, or enrolment list — select it in the Programme field. If the same person always leads the session, select them in the Leader field. Both fields are optional and can be left blank.

5. Set the location and leave Active ticked

   Type the location where the session is held. Leave the Active checkbox ticked — this is what allows Daviah to generate meetings from the schedule. If you untick it later, no further meetings are created, but everything already generated stays exactly as it is.

6. Optionally set effective dates

   Use Effective From and Effective To to limit the window in which the schedule runs — useful for a term, season, or fixed-run programme. Leave both fields empty if the schedule runs indefinitely. Daviah enforces these bounds every time it checks whether to generate a meeting.

7. Add any notes and save

   The Notes field at the bottom of the form is optional — use it for anything your team needs to remember about this schedule. When you are ready, click Save. The schedule row is created and is active immediately.

8. Let Daviah generate meetings automatically

   From this point on, whenever the check-in kiosk, meeting workspace, or station screen requests sessions for a matching weekday, Daviah checks whether a meeting for that date already exists. If it does not, it creates one, copying the title, meeting type, date, scheduled start, scheduled end, location, and programme from your schedule row. Each generated meeting is a full, ordinary record that can be renamed, rescheduled, cancelled, have attendance recorded, and have minutes written.

What happens next

Once the schedule row is saved, no further action is needed to keep your calendar populated. Any screen that handles sessions for the day will trigger the check and create the meeting record if one does not already exist for that date. The recurrence link ensures the same session is never created twice for the same day.

Each generated meeting stands entirely on its own. You can edit its title, adjust the time, record attendance, write minutes, or cancel it without touching the schedule. The schedule row simply keeps producing future meetings on its own until you untick Active or an effective end date is reached.

Good to know

Only accounts with the lodge-admin or secretary role can create or edit schedule rows.

Unticking Active is the clean way to pause or end a schedule. It stops future generation immediately and leaves every meeting that was already created untouched. If you need to end the schedule on a specific date rather than right now, set an Effective To date instead.