Scheduling Recurring Appointments

Modified on Wed, 3 Jun at 9:22 AM

You can schedule daily, weekly, and monthly recurring appointments for clients who want regularly scheduled appointments at the same time, on the same day, and with the same staff member.

Things to know:

The ability to schedule a recurring appointment is controlled by the "Accessing Appointments" access control permission.
When a recurring appointment is scheduled without an end date, the system will automatically schedule the appointments in the series for up to one year by default.
You can reschedule or cancel each appointment as necessary
Selecting "Only This Appointment" when editing removes that appointment from the recurring series and converts it into a standalone appointment. This is triggered by any changes to the date, time, staff member, or service.
Selecting "All Appointments" updates the recurring series differently depending on which appointment is edited:
- If the first appointment in the series is edited, all future appointments in the series are updated.
- If a middle or last appointment is edited, the series is split. Appointments before the edited appointment remain unchanged, and a new recurring series is created starting from the edited appointment. Example: If a recurring series has 6 appointments and the 4th is edited, appointments 1–3 remain unchanged and a new series is created starting from appointment 4.
Confirmation emails for recurring appointments display only the date and time of the first appointment and do not include a full list of all scheduled appointments.
Clients can view all upcoming appointments in a recurring series under My Account > Bookings.
When a gender is specified for recurring appointments, each appointment in the series will display the selected gender icon on the schedule.
Only the next upcoming appointment in the series will be displayed in the Upcoming Appointments section of the client's profile until it has been completed or canceled.
When viewing canceled appointments on the client's profile in the Upcoming Appointments section:
- If you cancel all appointments in the recurring series, this section will display the canceled series as a single appointment with an indicator that it is a recurring appointment.
- If you cancel one appointment in the recurring series, this section will show that canceled appointment along with the next scheduled appointment in the series.
- If you cancel two consecutive or two non-consecutive appointments in the recurring series, this section will display only the next canceled appointment in the series and the next scheduled appointment that is not canceled, with an indicator that it is part of a series.
If the "Enable invoicing clients" setting is active and "Change status to completed" is set to "Automatically based on service duration," the system will automatically update the appointment to completed and generate a ticket once the service time ends. If the status is set to be updated "manually," the ticket will still be generated automatically as soon as you manually change the status to "Completed."
For franchise businesses with global client sharing enabled, you can only access appointments and tickets associated with the location you are currently logged into. Appointments and tickets belonging to a different location will not be clickable. Example: If you are logged into Franchise A and viewing a client's profile, you can click into appointments and tickets created at Franchise A. Appointments and tickets from Franchise B will appear on the profile but will not be clickable

To schedule a recurring appointment:

Navigate to schedule
Click on an open time slot of a service provider OR select the + New Appointment button from the sidebar
When the appointment modal opens, click on the small calendar and refresh icon to the right of the appointment time as displayed below.
From there, you can do the following:
- Repeat: Select how often you would like to repeat the appointment- you can do so in a daily, weekly, or monthly cadence.
- Repeats Every: Specify how often the appointments must be booked. For example, if you want to book a haircut every month - select Monthly, every 1 month.
- Ends: When should the frequency end?
- Daily: Select the number of days between appointments
- Weekly: You can select which day of the week the appointment should fall on, as shown below. After your desired recurring options have been set, click the Save button. Don’t forget to also save the appointment itself in the appointment modal!
- Monthly: Select the number of months between appointments. Choose to repeat on the same numerical date in the month, or the day and week the date lines up with.
Once saved, if there are scheduling conflicts with at least one of the appointments in the series a warning will be displayed. You can continue to save the series, and then you can address the conflicts through the client's account directly.
Click Save, you will be redirected to the recurring appointment page where you will be able to view all the conflicts.