Setting Up and Managing Recurring Calendar Appointments

What Are Recurring Appointments?

Recurring appointments are scheduled events that repeat automatically at set intervals, such as daily, weekly, or monthly. They are ideal for regular meetings, check-ins, or appointments, saving you the effort of manually creating each instance.

Creating a Calendar with Recurring Appointments

To enable recurring appointments, you must first create a calendar with the correct settings.

1. Navigate to Settings.
2. Select Calendars.
3. Click Create Calendar.
4. Under the booking type, choose Round Robin Booking.

Please note: Recurring appointments are supported for all calendar types except Service Calendars. If you select Round Robin Booking, the calendar must be assigned to a maximum of one user or team member.

Configuring Recurring Settings

Once the calendar is created, go to the Availability tab and toggle on the Recurring Appointments option. This will reveal the configuration settings for recurring events.

You can specify how many times an event repeats. There is a limit: an event can be repeated a maximum of 24 times.

Handling Unavailable Time Slots

A crucial setting is the If slots are not available dropdown. This determines what happens if a time slot for a recurring instance is already booked.

• Continue Booking: This option allows for double-booking the slot. If selected, an additional dropdown will appear for you to specify the behavior when a double-booking occurs.
• Skip booking Unavailable slot: The system will only book the recurring appointment in available slots and skip the ones that are already taken.
• Book Next Available Slot: The system will search for the next available slot to book the recurrence. Please note: The system will only check the next 3 available slots. If no slot is found within those 3, the booking for that recurrence will be dropped.

Important: Recurring appointments can only be booked for standard time slots, not custom slots. They are also not available for booking from the Opportunities page. Recurring calendars will appear in dropdown menus, but only for single-time-slot bookings.

Frequently Asked Questions

Do existing workflow triggers work for recurring appointments?

No, by default they do not. A new Event Type filter has been added to appointment trigger steps in workflows.

• For all existing triggers, a default filter of Event Type: Normal is applied, which excludes recurring appointments.
• To trigger a workflow for recurring appointments, you must edit the trigger step and set the filter to Event Type: Recurring.
• Setting the filter to Event Type: Any will cause the trigger to fire for both normal and recurring appointments.

Note: The 'Customer Booked Appointment' trigger is being deprecated. Its functionality is now handled by the Modified By filter. Use 'Customer' for appointments booked via a widget, 'User' for appointments booked within the CRM, and 'API' for appointments created via the API.

Can users bulk update recurring appointments?

No, users cannot perform bulk actions like canceling or rescheduling on recurring appointments.

Is the same meeting location used for all recurring appointments?

For virtual meetings (e.g., Zoom or Google Meet), each recurring appointment will have a unique, dynamically generated meeting URL.

How are recurring events synced with integrated calendars?

If calendar sync is enabled, each instance of a recurring appointment is synced as an individual event to third-party calendars like Google Calendar or Outlook.

Can payments be charged for recurring appointments?

No, the payment feature is currently not available for calendars that have recurring appointments enabled.