How to Establish Recurring Appointments

Scheduling Regular Appointments

Recurring appointments are a practical solution for organizing regular events like weekly team meetings or monthly reviews. They save you from the repetitive task of setting up the same meeting each time. Follow this guide to set up recurring appointments in your scheduling software.

Step 1: Access Your Calendar

Begin by opening your calendar or scheduling tool. This is where you’ll create your recurring events.

• Go to Settings

• Select Calendars

Step 2: Initiate a New Event

If you don’t already have a calendar, you can create one now. If you have an existing calendar, simply create a new event.

• Select Create Calendar

• Choose Round Robin Booking

Step 3: Set the Date and Time

Select the date and time for the initial instance of your recurring appointment. This will be the date and time of your first meeting.

• Note: Recurring appointments can only be scheduled for standard time slots. Custom slots do not support recurring bookings, and this option will not be available from the opportunities page. Recurring calendars will only display in the dropdown for single time slots.

Step 4: Activate Recurrence

Find and select the option labeled “Repeat” or “Recurring” to enable the recurring appointment feature.

Step 5: Define Frequency and End Date

Decide on the frequency of the appointments—whether they should occur daily, weekly, or monthly. Also, determine an end date or a limit on how many times the appointment should repeat. Please note that the maximum number of repetitions is capped at 24.

Step 6: Handle Unavailable Slots

You have three choices for handling unavailable time slots in the dropdown:

• Continue Booking: Allows the system to double-book the slot.

• Skip Unavailable Slots: Only books the available slots, ignoring others.

• Book the Next Available Slot: Automatically reschedules the appointment to the next available time, regardless of how far in the future that may be.

• Note: The system only checks up to the next three available slots for rescheduling. If none are available, the booking is dropped.

If you select “Continue Booking,” an additional dropdown will appear, asking you to specify how the system should handle cases where double bookings occur.

FAQs

Do existing workflow triggers apply to recurring appointments?

No, they don’t. New filters have been added to the Appointment Trigger steps, so you’ll need to adjust your Workflow Trigger Steps accordingly.

We’ve introduced a new Event Type Filter in the appointment trigger settings, giving you control over the triggers that apply to different types of appointments:

• Event Type: Normal: Applies to all non-recurring appointments.

• Event Type: Recurring: Applies exclusively to recurring appointments.

• Event Type: Any: Applies to all types of appointments.

• Note: The Customer Booked Appointment Trigger is being deprecated. The “Modified By” filter now determines whether an appointment was booked by the customer, a user, or through an API.

• Customer: Triggers when an appointment is booked by the customer via the widget.

• User: Triggers for appointments booked internally or from other sources.

• API: Triggers for appointments created via API.

Can users bulk update Recurring appointments? No, bulk updates for recurring appointments, such as cancellation or rescheduling, are not supported.

Can the same meeting link be used for all recurring appointments? No, if the meeting location is Zoom or Google Meet, each recurring appointment will have a unique meeting URL generated by the system.

How are recurring events synced with integrated calendars? If sync is enabled, recurring events will be synced as individual events with third-party calendars.

Is it possible to charge payments for Recurring appointments? Currently, payments cannot be processed for calendars with recurring appointments enabled.