Why Recurring Appointments Save You Time with Repeat Clients

If you regularly see the same client for the same service  weekly sessions, monthly check-ins, or a multi-visit treatment plan creating each appointment individually costs you time and creates room for scheduling gaps. Recurring appointments let you schedule an entire series at once, so your calendar stays full and your clients stay on track without requiring action from either side between visits.

When you set up a recurring appointment, your client receives a single calendar invite that covers the full series. 

How to Create a Recurring Appointment

You can create a recurring appointment from two places: the Inbox or the Calendar. Both paths lead to the same appointment creation form.

Create a Recurring Appointment from the Inbox

Click New in the upper right corner of the Inbox. A drop-down menu will appear with options including Appointment, Estimate, and Invoice. Click Appointment. 

Create a Recurring Appointment from the Calendar

Click the Calendar tab in the left-hand navigation. Then click Schedule New in the upper right corner of the Calendar view. A drop-down menu will appear. Click Appointment. 

Set the Appointment Details and Enable Recurrence

1. Select a Client or Job: After selecting Appointment, a client and job selection screen will appear. Select an existing client or job from the list, or click New Job/Client to create a new contact or job record before continuing.

2. Choose the Service and First Appointment Date: Select the service for the appointment from the service drop-down menu. Then set the date for the first occurrence of the recurring series. The first occurrence date becomes the starting point for the recurrence schedule.

3.  Enable the Recurrence Schedule: Click Does not repeat beneath the date field. A pop-up window will appear with recurrence settings. Toggle the switch to Repeat to enable the recurrence options.

Once the Repeat toggle is on, configure the following three settings:

1. 1. Set how often the appointment will repeat — for example, weekly or every two weeks.

   2. Select which days of the week the appointment will occur.

   3. Select the end date for the series — this is the date of the last appointment in the recurring schedule.

After configuring the recurrence settings, click Schedule Appointment to create the full series.

Your View After Scheduling

Once the recurring series is created, each appointment in the series will appear individually on your Calendar. Each instance shows the client name, service, date, time, and its position in the series.

Your Client's View

Your client will receive a single email notification and a single ICS calendar file that covers the entire series. Each individual appointment in the series will also appear in their Client Portal, where they can view upcoming dates and manage individual instances.

How to Cancel a Recurring Appointment

To cancel an appointment that is part of a recurring series, navigate to the specific appointment on your Calendar or in the Inbox. Click Cancel Appointment.

A pop-up window will appear with three cancellation options:

• Cancel this appointment only — removes only the selected instance from the series. All other appointments in the series remain scheduled.

  

• Cancel this and all future appointments — removes the selected instance and every appointment scheduled after it. Appointments that have already occurred are not affected.
• Cancel the entire series — removes all appointments in the series, including past and future instances.

Select the option that matches your intent, then confirm the cancellation.

How to Reschedule a Recurring Appointment

You can reschedule a recurring appointment series or a single instance within the series. Navigate to the appointment on your Calendar or in the Inbox, and select the reschedule option.

• To reschedule a single instance, change the date and time for that appointment only. The rest of the series remains on its original schedule.
• To reschedule the entire series, change the date and time, and all future appointments in the series will shift accordingly.

Important limitation: You can change the date and time of a recurring appointment, but you cannot change the recurrence rule (for example, changing from weekly to bi-weekly) after a series has been created. To change the recurrence rule, cancel the existing series and create a new one with the updated schedule.

Clients can reschedule a single appointment instance from the Client Portal. Clients cannot make changes to the entire series — only the business can reschedule the full series.

Frequently Asked Questions

an I convert an existing single appointment into a recurring series? No. Converting an existing single appointment into a recurring series is not currently supported. To create a recurring series for an existing appointment, cancel the single appointment and create a new recurring appointment in its place.

Does my client receive a separate calendar invite for each appointment in the series? No. Your client receives a single ICS calendar file that covers the entire series. Individual calendar invites are not sent for each occurrence.

Can my client reschedule a recurring appointment? Your client can reschedule a single appointment instance from the Client Portal. Your client cannot reschedule or make changes to the entire series. If the service is not set to auto-approve, rescheduling requests from the client will appear as approval requests in your Inbox, the same way standard appointment rescheduling requests do.

Are client confirmations and follow-up messages sent for each recurring appointment? Client confirmations and follow-up message settings are not available for recurring appointments at this time. These options are grayed out in the recurring appointment creation form.

Can I change the recurrence rule after a series is created? No. Once a recurring series is created, the recurrence rule (frequency and days) cannot be edited. To change the recurrence rule, cancel the existing series and create a new recurring appointment with the updated schedule.