How to Set Up Recurring Appointments

Recurring appointments offer a practical solution for managing regular meetings and events, such as weekly team updates or monthly check-ins, without the need to manually schedule each instance. Follow this guide to seamlessly set up recurring appointments in your calendars.

NOTE: This feature is unavailable for Service Calendars. To enable recurring meetings, ensure that only one team member is assigned to the calendar, and no date-specific hours are set.

Access Your Calendar #

Begin by navigating to the Calendar Settings section in your account.

If you don’t already have a calendar set up, create one. Otherwise, proceed to edit a Round-Robin, Collective Booking, Event, or Class Booking calendar from your calendar list.

Enable the Recurring Option #

Go to the Availability section and set your standard availability. Then, enable the Recurring option to configure the recurring settings for your appointment.

Define the Frequency and Number Of Occurrences #

Decide how often the appointment should be repeated (e.g., daily, weekly, or monthly). Then, specify the number of occurrences. Keep in mind that the system allows a maximum of 24 repetitions.

Handling Unavailable Time Slots #

In the “If Slots are Not Available” dropdown, you have three options:

• Skip Booking Unavailable Slot: Books only available slots and ignores the rest.
• Continue Booking: Allows the calendar to double-book the time slot.
• Book the Next Available Slot: Schedule the appointment for the next available slot, even if it’s further in the future. The system checks availability for the next three time slots. If none are available, the booking is dropped.

Note: 

• Recurring appointments can only be scheduled for standard time slots. 
• Users cannot book recurring appointments from the opportunities page. 
• Only single-slot bookings are available for recurring appointments.

Enable Payment Option #

Within the Forms and Payment section of the calendar settings, you can configure payment options by toggling on “Accept payments”. This allows clients to make payments directly when booking their appointments.

NOTE: Partial payments are not supported for recurring appointments. Payments apply only to the primary attendee listed in the appointment. Guest attendees are not charged.

Recurring Appointment Payment #

You can choose between two payment options: clients can pay either for the “first appointment only” or for “all appointments” in the series.

• First Appointment Only: Payment is collected for the first appointment in the series, and subsequent appointments must be paid for manually.
• All Appointments: Payment is collected upfront for all appointments in the series. The total amount depends on the number of appointments booked, as determined by your availability settings.

By following this guide, you can efficiently manage recurring appointments, streamline scheduling, and maintain accurate workflows for both individual and team-based meetings.

Frequently Asked Questions #

Q: Will existing workflow triggers work for recurring appointments? 

• A: No. You will need to add new filters in the appointment trigger to manage workflows specifically for recurring appointments. A filter labeled Event Type: Recurring ensures triggers apply only to recurring appointments.

Q: Can users bulk update recurring appointments? 

• A: No, bulk updates (e.g., canceling or rescheduling) are not available for recurring appointments.

Q: Can the same meeting location be used for all recurring appointments? 

• A: For Zoom or Google Meet, each appointment will have a unique meeting URL generated automatically.

Q: How are recurring events synced to third-party calendars? 

• A: If calendar sync is enabled, each occurrence is synced as an individual event.

Q: Can payments be processed for recurring appointments?

• A: Yes, payments are now supported for recurring appointments. You can choose to collect payments either:For the first appointment only orFor all appointments.
• For the first appointment only or
• For all appointments.

Q: Who is billed for recurring appointments when payment is enabled?

• A: Payment will only be considered for the main attendees of the recurring appointment. Guests invited to the appointment will not be billed.

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