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How to create recurring appointments (weekly, monthly or custom)

Two ways: in the calendar, under Settings › Calendars › Availability, turn on Recurring Meeting and set the repeat rule (applies to link bookings); or, when booking manually in Calendars, use the Custom tab and check Recurring Event for that series only.

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Before you start

  • For calendar-level recurrence, the calendar can have only one team member and no date-specific hours.
  • Class booking and service calendars don't support custom recurrence created by hand.
  • Decide the frequency (daily, weekly, monthly) and how many times it repeats.
Where to find it

Settings › Calendars › (edit the calendar) › Availability › Recurring Meeting

Step by step

  1. Open Settings › Calendars, click the calendar's three dots and choose Edit.
  2. Open the Availability tab and turn on Recurring Meeting.
  3. Under Repeat, choose daily, weekly, monthly or custom.
  4. Under Times to Repeat, enter how many sessions the series should have (maximum 24).
  5. Choose what happens when a slot in the series isn't free:
    • Skip Booking Unavailable Slots: books only the free ones (asked for 10, 3 taken, you get 7).
    • Continue Booking: books even over another appointment; choose whether those are confirmed or unconfirmed.
    • Book Next Available Slot: skips taken slots and looks for others until the series is complete (if 3 consecutive slots are taken, it stops looking).
  6. Click Save. Anyone booking through the link, or through the Default tab of a manual booking, gets the whole series.

Custom recurrence on a manual booking

  1. Open Calendars and click New Appointment.
  2. Choose the calendar, team member and contact.
  3. Under Date and Time, choose the Custom tab.
  4. Check Recurring Event and pick a pattern from the list, or Custom to define your own.
  5. Set when it ends: Never, On a specific date or After X occurrences.
  6. Click Create Appointment. All sessions are linked to the same series.

Edit or cancel a series

  1. Open any session of the custom series.
  2. When editing or deleting, choose This appointment only, This and following or All appointments.

Tips

  • Custom recurrence ignores availability: it books on the rule's dates even if the slot is taken. Check the schedule before creating it.
  • The confirmation is sent once for the whole series; reminders go out for each session.
  • Only one video call link (Zoom, Google Meet or Teams) is generated for the entire series.

Common problems

  • The Recurring Meeting option isn't there → The calendar has more than one member or has date-specific hours. Keep a single member and remove the date exceptions.
  • I only see the first session in the appointment list and on the contact → That's expected for custom series: only the first one appears in those views. The rest are in the calendar view.
  • The client cancelled through the link and the whole series vanished → In a custom series, cancelling or rescheduling from the client's link affects every session. To change just one, do it from the calendar view and choose This appointment only.
  • The workflow only fired once → Workflows fire only for the first session of a custom series.

Frequently asked questions

Can I take a partial payment on a recurring series?

No. Partial payment (deposit) doesn't work on calendars with recurrence.

Do changes made in Outlook sync back?

No. In a recurring series, changes made in Outlook aren't synced back.

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