This is customer-facing CRM content, so I'll rewrite it in NotLuck house style.

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How to Set Up Recurring Appointments

Recurring appointments are a straightforward way to manage regular meetings and events, like weekly team catch-ups or monthly check-ins, without having to schedule each one by hand. Follow this guide to 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

Head to the Calendar Settings section in your account.

If you haven't set up a calendar yet, create one. Otherwise, open a Round-Robin, Collective Booking, Personal, Event, or Class Booking calendar from your list to edit it.

Enable the Recurring Option

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

📌Note: You can only turn on Recurring meetings for calendars with a single member.

Define the Frequency and Number Of Occurrences

Choose how often the appointment should repeat (daily, weekly, or monthly, for example), then specify the number of occurrences. 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 Slots: Books only available slots and ignores the rest.
  • Force Book: Allows the calendar to double-book the time slot.
  • Book 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 Payment section of the advanced 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.

This guide should help you manage recurring appointments efficiently, keep scheduling simple, and maintain accurate records 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 labelled Event Type: Recurring ensures triggers apply only to recurring appointments.

Q: Can users bulk update recurring appointments?

  • A: No, bulk updates (such as cancelling 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 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.