An overview of how repeating appointments work in TimeTap
If you meet with a client on a recurring basis (weekly, bi-weekly, monthly, etc.), manually entering each appointment can be very tedious and time consuming. To streamline this process, you can create a repeating appointment series for a client in just a few easy steps.
In this help doc we'll cover -
- 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 profile. You'll just need to click on the View the repeating appointment link to navigate to the overall repeating appointment profile -
Each repeating appointment series will have an overall repeating appointment profile 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 profile to update all the individual appointments in that series.
How "Never" Ending Repeating Appointments Work
When you create a repeating appointment with a Ends On date set to Never, the system doesn't generate appointments from today through eternity. Instead, we use the Advanced Appointments setting for the individual service or class to determine how far in advance to schedule appointments, and then adding them continuously as your advance booking window shifts.
For example, if you create a repeating appointment for your Initial Consultation service starting on Oct 9 with the Ends On date set to Never, you would initially see appointments added only up to Jan 7th. This is because the Initial Consultation service has an Advanced Appointments setting equal to 3 months -
When creating a new repeating appointment series, you'll see a preview of these dates and their availability on the right side of the page.
When booking repeating appointments for a service, 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 initially 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 will automatically get added to the series -
Creating Repeating Appointments
In the guides below, you'll find step-by-step instructions for -