Copy an Event
Copying an event lets you quickly duplicate a previously created event. This is helpful when your school has similar events regularly, like homecoming dances or annual fund raisers. The copy process has three main steps that depend on the status of the event being copied, the event classification, and invitees or participants associated with the original event.
Select the event you want to copy. You can copy events event in any status. This includes completed events, events awaiting approval or currently in progress, and events that weren't approved or were cancelled.
Update the event name, description, and event coordinators. Updating the name and description helps you differentiate between the original event and the new one. You can use the same event coordinator, remove and add new coordinators, or add an additional coordinator.
Copy the invitee list. If the original event has invitees or participants, you can choose to copy them to the new event.
Copying Multi-Part Events
When you copy multi-part events, you can copy the main event and any combination of its sub-events. In the Copy Multi-part Event options, you can update the main event’s title, coordinators, determine if you want to copy any advisees/participants associated with the main event, and also select the related sub-events you want to copy. For any sub-events that are copied, you can also update the event title, coordinators, and invitees and/or participants.
Tip
If you are copying a single sub-event without copying the main event, the new sub-event will be associated with the same main event as the original sub-event.
Event Status for Copied Events
The default status for copied events varies based on the role/permissions of the person copying the event and the status of the original event.
If the person copying an event is in the Events Approver role, copied events are approved by default.
If the original event has an Events Coordinator who is also an Events Approver, the new event is moved into an Approved status. This applies to most single, sub-event, and multi-part events. The exception is when a sub-event of an unapproved main event is copied. In this case, the sub-event is put in a Draft status.
If the original event does not have an Events Coordinator who is also an Events Approver, the new event is put in a Draft status. This applies to single, main, sub-event, and multi-part events.
Note
The copied event does not copy the original event’s date or time, so you will need to update that information from the new Event page. After the date, time, and location are defined, several things can happen:
If you are not the event approver, the event is ready to be submitted for event approval.
If you are the event approver, the event is approved and the location approval request can be submitted, if needed.
If you are the event approver and the location doesn’t require approval, the event is ready to be scheduled.
Select Copy event from the Event options drop-down.
Update the event name in the New Event Title field.
Click Generate unique abbreviated title or enter a unique abbreviated title.
Update the New Event Coordinators field.
Remove the original event's coordinator.
Enter the name for new or additional coordinators and select the name from the drop-down.
Note
Only active J1 Web users with Can be added as an Event Coordinator permission can be selected. If you are not seeing a name you think should be listed, contact your campus support team.
Copy the invitee and participant lists.
Note
Copy options vary. If an event doesn't have invitees, you will not see options to copy invitees or participants.
Select Do not copy any invitees or participants to create a new invitee list that is not based on the original event's list.
Select Copy only invitees to include the original event's invitee list. Unexpected guests or added attendees will not be included in the new event's invitee list.
Select Copy all invitees and participants to include everyone who attended the event. The original invitee list as well as any unexpected guests or added attendees will be included in the new event's invitee list.
Click Copy event.
Note
For multi-part events, select the checkboxes for each sub-event you want to copy. If a sub-event has an invitee or participant list, you can choose to copy them, as well.
Navigate to the multi-part event's page.
Select Copy event from the Event options drop-down.
Note
This opens the Copy Multi-part Event page.
Make changes to the main event's New Event Title, New Event Coordinators, or New Abbreviated Title fields if needed.
Copy the main event and/or associated sub-events.
To copy only the main event:
Click the Copy main & 0 sub-events button.
To copy the main event and sub-events:
Select the checkboxes for each sub-event that you want to copy.
Update the New Event Title, New Event Coordinators, or New Abbreviated Title fields as needed.
Click the Copy main & [n] sub-events button ([n] represents the number of sub-events that are selected).
Recurring events cannot be copied at this time.
The Copy event pop-up only contains information pertaining to the meeting basics and invitees and participants. The copied event does not copy the original event’s time and location because the location may not be available for the selected date at a particular time. You can add the location, date, and time details from the Event page after the event has been copied.
Not at this time. Sub-events that are copied separately from main events will be associated with the original sub-event’s main event. For example, suppose copy the Reunion Brunch sub-event from the Homecoming main event. The copied event will become another sub-event to the original Homecoming event.