2. Feature availability

• All paid plans.
  
• Role availability
  

• Super admins and admins can create and edit recurring event types for all workspaces
• Workspace admins can create and edit it for their assigned workspace 
• Managers can only view its details 
• Staff will only get booked for the event type and cannot view its settings

3. Overview

• Reduces time and effort: Recurring appointments eliminate the time and effort for booking individual appointments one by one.

• Better planning: As the future appointments are booked well in advance, you can plan and manage your schedule more efficiently.
  

• Never miss follow-ups: Subsequent appointments are scheduled during the initial booking, minimizing the risk of oversight and omission
  

4. Use case

5. Steps to create a recurring one-on-one event type

1. Switch to the required workspace by clicking the workspace name under the Bookings icon  on top left. 
2. Click Event Types on the left pane and click +New Event Type in the right pane. The Create New Event type screen will appear.
   
   
   
   
3. Click Recurring under the One-on-One section
   
   
   
      
4. Fill out the following details:
   

• Event Type Name: Provide a name to the event type. For example, "Routine dental checkup".
• Duration: Enter a time duration for the appointment.
• Price: Select Free for cost-free appointments, and Paid for paid appointments. If the appointment is paid, enter the cost of a single appointment. While booking, it will show the total cost by multiplying with No. of Recurrences. For example, if $100 is the cost of a single appointment and No. of Recurrences is 5, then $500 will be cost for the recurring series. 
  Note: The Price field is only to specify the cost per appointment. To collect payments online, you need to integrate any one of the payment gateways.
  Furthermore, you can define the payment type under Event Type settings to make the payment as optional, full payment or deposit. 
• Meeting Mode: Choose whether the meeting method is Online or Offline.

• When you choose Online, it lists the video conferencing tool integrated, and you can select any one of it. 
• When you choose Offline, it lists the in-person locations added under the workspace. You can select any one of them or add a new location by clicking +New Location.

5. Click Next.
   
   
   
   
6. Enter the below options to set the recurring frequency.
   

• Frequency: Choose the interval in which the appointment needs to be repeated. It can be Daily, Weekly, or Monthly.
• Repeat Every: Select a further interval to repeat the appointment. This depends on the Frequency option above. For example, if Frequency is weekly and Repeat Every is 3, this means the appointment will be repeated every 3 weeks.
• No of Recurrences: Specify how many times the appointment has to be repeated. It denotes the number of appointments. 
  Note: You can have a maximum of 31 recurrence.
  
  
  
  

7. Click Next.
   
8. Choose users in the Assign Users screen to assign by selecting the checkbox of the required users. 
   Note: You can assign multiple users to the event type, and when the customer books, anyone of the users gets booked for the  appointment. 

9. Click Create Event Type. This creates a recurring one-on-one event type in the current workspace. 
   
   
   
   

Note: Once the event type is created, you can edit its settings by selecting the created event type under the Event Types tab.

6. Manage recurring event type

• Understand recurrence
• Change recurrence
• Notifications
• Set reminders for each appointment
• Booking page
• Adding a recurring appointment by Bookings users
• Rescheduling or canceling a recurring appointment
• Appointment summary

6.1 Understand recurrence

• Frequency
• Repeat Every
• No. of Recurrences

• Frequency denotes the intervals, such as daily, weekly, or monthly.
• Repeat Every denotes another level of frequency based on the Frequency option. If weekly is chosen in Frequency, then in Repeat Every, you can choose after how many weeks the next appointment should recur. For example, every 2 weeks, every 3 weeks.
• No. of Recurrences denotes the number of appointments to be repeated for the service. 

6.2 Change recurrence

6.3 Notifications

• %repeat_info% returns the frequency and repeat every details.
• %no_of_recurrences% returns the number of appointments of the recurring series.

6.4 Set reminders for each appointment

1. Navigate to Event Types > Notifications Settings. 
2. To enable notification for users, click the For User tab. To enable notification to the customer, click the For Customer tab. 
3. Under the Reminders section, enter how many days/hours/minutes before the appointment the notifications need to be sent. 
4. Click the Options icon  and select Edit near the reminder and edit the template as required. 
   
5. Click Save. When a reminder is enabled for a recurring service, it sends the reminder for each appointment in the series.
   You can set up to three reminders for an appointment by clicking +Add Reminders.

Info: We recommend that you set reminders for all the recurring services, so that both staff and customers are reminded of their appointment. Considering that recurring appointments are scheduled ahead of time, sending reminders assures that appointments are not missed.

6.5 Booking page

In the booking page, when a recurring appointment is scheduled, it shows the list of recurring dates before the customer enters their details. A user will only be available for a recurring appointment if they are available during all the slots of the series. 

6.6 Adding a recurring appointment by Bookings users

Bookings users can book an appointment from the Bookings in-app by clicking the Add icon in the Bookings menu bar and selecting Appointment.

6.7 Rescheduling & canceling a recurring appointment

User can view the list of appointments in the Appointment Summary > Recurring Info section. They can click the respective appointment in the Upcoming Appointments section to reschedule or cancel it. Each appointment in the recurring series can be rescheduled/canceled by clicking the respective appointment in the Bookings calendar.

 

6.8 Appointment summary

The appointment summary will have an additional tab Recurring Info, which lists the repetition details, as well as upcoming and past appointments

7. Points to note

• A maximum of 31 recurrences can be configured for a daily and weekly recurring service. 
• Monthly recurring service can have a maximum of 6 recurrences. 

8. Related links

• Event Type Settings
• Event Types