How do I set up recurring appointments?

Recurring appointments repeat on a schedule, such as a weekly check-in call with a new client's family for the first month of care. You can build recurrence into a calendar so it applies whenever someone books, or create a one-off repeating series yourself.

Two ways to create a recurring series

• Built into the calendar: applies to online bookings and to appointments your team books using the Default date and time tab. It respects your availability.
• Custom recurrence: set by your team for one series using the Custom date and time tab. It overrides the calendar's rules and ignores availability, so it can double-book.

Build recurrence into a calendar

1. Go to Calendar Settings and open the calendar.
2. Make sure the calendar has only one team member and no Date-Specific Hours.
3. Go to the Availability tab and turn on Recurring Meeting.
4. Choose Repeat (Daily, Weekly, Monthly or Custom) and Times to Repeat, up to 24.
5. Choose what happens when a slot in the series is taken:
   • Skip Booking Unavailable Slots: books only the open dates. 10 requested with 3 taken means 7 booked.
   • Continue Booking: books every date anyway. You pick whether the overlapping ones are Confirmed or Unconfirmed.
   • Book Next Available Slot: replaces taken dates with the next open ones until the full count is booked. It stops looking after three taken slots in a row.
6. Click Save.

Create a custom recurring series

1. Click to create a new appointment and choose the calendar, team member and contact.
2. In the date and time section, choose Custom.
3. Check Recurring Event and pick a pattern, or click Custom to set your own.
4. Choose when it ends: Never, On a specific date or After a number of occurrences.
5. Click Create Appointment.

Later you can edit or delete just one appointment, that one and all future ones, or the whole series. Custom recurrence is not available on Class Booking or Service calendars.

Create a series in the LeadConnector app

1. Tap + on the Appointments screen and choose Schedule Appointment.
2. Pick the calendar, team member and time zone.
3. Choose Standard to follow the calendar's rules and availability, or Custom and turn on Recurring Appointment to set your own pattern, such as every other Tuesday or weekdays only.
4. Set the end condition and tap Save.

With Standard, you see which dates were booked and which were skipped. To change the whole series, open any appointment in it and tap Edit Series or Delete Series.

Notifications

• One confirmation is sent for the whole series.
• Reminders and follow-ups are sent before each appointment.
• For custom series, reschedule and cancel notices follow what you choose: this appointment, this and following, or all.
• Add {{appointment.start_time}} to your notification to show the pattern, such as "reoccurs every Thursday."

Limits to know

• One Zoom, Google Meet or Teams link is created for the whole series.
• For custom series, only the first appointment shows in the appointment list and on the contact and Conversations tabs, and workflows start only for the first one.
• Canceling or rescheduling a custom series from the link or the contact record affects the whole series.
• Canceling "this and following" in a custom series does not send a cancellation notice.
• Changes made in Outlook to synced series appointments do not come back to ASNSpark! CRM.

Have a question about your own account? Submit a ticket and our team will follow up.