In October, I launched an instance of Meetable for the MCP Community. They've been using it to post working group meetings as well as in-person community events. In just 2 months it already has 41 events listed!
One of the aspects of opening up the software to a new community is stress testing some of the design decisions. An early design decision was intentionally to not support recurring events. For a community calendar, recurring events are often problematic. Once a recurring event is created for something like a weekly meetup, it's no longer clear whether the event is actually going to happen, which is especially true for virtual events. If an organizer of the event silently drops away from the community, it's very likely they will not go delete the event, and you can end up with stale events on the calendar quickly. It's better to have people explicitly create the event on the calendar so that every event was created with intention. To support this, I made a "Clone Event" button to quickly copy the details from a previous instance, and it even predicts the next date based on how often the event has been happening in the past.
But for the MCP community, which is a bit more formal than a purely community calendar, most of the events on their site are weekly or biweekly working group meetings. I had been hearing quite a bit of feedback that the current process of scheduling out the events manually, even with the "clone event" feature, was too much of a burden. So I set out to design a solution for recurring events to strike a balance between ease of use and hopefully avoiding some of the pitfalls of recurring events.
What I landed on is this:
You can create an "event template" from any existing event on the calendar, and give it a recurrence interval like "Every week on Tuesdays" or "Monthly on the 9th".
(I'll add an option for "Monthly on the second Tuesday" later if this ends up being used enough.)
Once the schedule is created, copies of the event will be created at the chosen interval, but only a few weeks out. For weekly events, 4 weeks in advance will be created, biweekly will get scheduled 8 weeks out, monthly events 4 months out, and yearly events will have only the next year scheduled. Every day a cron job will create future events at the scheduled interval in advance. If the event template is deleted, future scheduled events will also be deleted.
So effectively for organizers there is nothing they need to do after creating the recurring event schedule. My hope is by having it work this way, instead of like recurring events on a typical Google calendar, it strikes a balance between ease of use but avoids orphaned events on the calendar. It still requires an organizer to delete a recurrence, so should only be used for events that truly have a schedule and are unlikely to be cancelled often.
Hopefully this makes Meetable even more useful for different kinds of communities! You can install your own copy of Meetable from the source code on GitHub.
