An overview of how repeating appointments work in TimeTap
If you meet with a client on a recurring basis (e.g., weekly, bi-weekly, monthly), manually entering each appointment can be time-consuming. To streamline this process, you can create a repeating appointment series for a client in just a few steps.
This help docs covers:
- About Repeating Appointment Series
- How "Never" Ending Repeating Appointments Work
- Creating Repeating Appointments
About Repeating Appointment Series
If an appointment is part of a repeating series, you will see that indicated on the Calendar view by the repeating icon.
You can also tell if an appointment is part of an repeating appointment series from the Appointment Details Page. You can also click there to navigate to the overall Repeating Appointment Detail page.
Each repeating appointment series will have an overall Repeating Appointment Detail page that provides information about the configurations of the repeating series, and can be used to find any individual appointments that belong to that series.
You can also make updates to the Repeating Appointment Detail page to update all the individual appointments in that series with that change.
How "Never" Ending Repeating Appointments Work
When creating a repeating appointment with a "Never" end date, the system doesn't generate appointments from today through eternity. Instead, we use your Advanced Appointments setting for your services or classes to determine how far in advance to schedule appointments, adding them continuously as your advance booking window shifts.
For example, if you create a repeating appointment for the "Initial Consultation" service starting on Oct 9th with a "Never" end date, you would initially see appointments added only up to Jan 7th. This is because the "Initial Consultation" service on this account has an advance booking setting of 3 months.
When creating the new repeating appointment series, you'll get a preview of these dates on the right side of the page.
When booking repeating appointments for service-based appointments, any appointment times that are already booked in that schedule will show as unavailable and will not be added in that series. You can check any upcoming times that are unchecked due to being already booked if you wish to override that availability.
The system extends the series only as far as your current booking window allows, speeding up the save time. As your advance booking window moves forward, new appointments are automatically added to the series.
Creating Repeating Appointments
In the guides below, you'll find step-by-step instructions for: