Recurring Appointments
Weekly staff meetings, a chemotherapy protocol every 21 days, grooming every first Saturday — some appointments repeat, and the Scheduler can create the whole series in one go.
Who should read this: anyone who books repeating commitments — clinical protocols, recurring services, or the practice's own routines.
Creating a Repeating Appointment​
- Start a new appointment and fill it in normally — title, event type, times, professional, patient.
- Turn on the Repeat switch. (It is available when creating; an existing single appointment cannot be turned into a series later.)
- Configure the repetition:
- Frequency — daily, weekly, or monthly.
- Interval — every how many days/weeks/months.
1= every week;2= every other week. - Occurrences — how many times in total.
- Optionally tick Skip conflicting occurrences (see below).
- Click Save.
Every occurrence appears on the calendar at the same local time of the organization.
Example: "Physiotherapy — Thor", weekly, interval 1, 8 occurrences: eight Mondays at 16:00.
Conflicts Inside a Series​
Some occurrences of a series may land on times that are already taken. With Skip conflicting occurrences:
- off — a conflict interrupts creation, and a message tells you why. Adjust the time or the series settings and try again.
- on — the free occurrences are created and the conflicting ones are simply left out. Use this when "most weeks" is good enough and you'd rather fill gaps manually.
After creating with skips, glance over the series on the calendar to know which dates were left out.
Editing a Series​
Open any occurrence and change what you need. Because it belongs to a series, the dialog shows an extra field — Apply change to — with three scopes:
- this occurrence — only the one you opened. The rest of the series is untouched.
- this and future occurrences — from this one forward.
- the entire series — every occurrence, past and future.
Pick the scope, make the change, click Save.
Example: the Monday meeting moves to 18:00 starting next month — open the first occurrence of next month, change the time, apply to this and future occurrences.
Cancelling One Occurrence or the Whole Series​
Open the occurrence, choose the scope in Apply change to, then click Cancel appointment and confirm:
- Client skips one physiotherapy session → scope this occurrence.
- The protocol is discontinued → scope this and future occurrences (keeps past history).
- The whole series was a mistake → the entire series.
Cancelled occurrences leave the calendar and their times become bookable again.
Repeating Across Daylight Saving Time​
Series keep the same wall-clock time of the organization even when clocks change: the 09:00 meeting stays at 09:00 through the DST switch. If a particular occurrence would land on a time that doesn't exist on that date (the skipped hour of a DST jump), the Scheduler asks you to adjust — see Organization Time Zone.
Business Rules Worth Knowing​
- Frequencies: daily, weekly, monthly. Interval up to 30; occurrences up to 500.
- A series extends at most 12 months ahead — longer protocols can be recreated when the horizon approaches.
- Each occurrence is a full appointment: it respects agenda rules, appears in filters, and counts as busy according to its type.
Common Problems​
| Symptom | Likely cause | What to do |
|---|---|---|
| Creation interrupted by a conflict | An occurrence overlaps a busy appointment | Adjust the time, or enable Skip conflicting occurrences |
| A date is missing from the series | It was skipped as conflicting | Book that date manually if needed |
| Change affected more dates than intended | Scope was this and future or entire series | Re-edit with the correct scope |
| An occurrence near a clock change is refused | The time doesn't exist on that date | Pick a valid nearby time |
Related Articles​
- Creating, Editing, Moving and Cancelling Appointments
- Understanding the Organization Time Zone
- Common Problems and Safe Recovery
If you encounter any difficulties during this process, do not hesitate to contact our support.