📝 Overview
A recurring reservation books a customer into the same class or appointment on a repeating weekly pattern. As plans change, you may need to adjust when a reservation starts or ends, stop it early, or remove it altogether.
This guide covers editing, cancelling, and deleting recurring reservations, from both the customer's profile and the Reservations section.
💡 New to recurring reservations?
For how they work and what a customer needs before you can create one, see An overview of Recurring Reservations here.
🎥 Watch the Tutorial
If you would rather follow along, the video below walks through editing and cancelling a recurring reservation.
🛠️ How To Edit or Cancel a Recurring Reservation
There are two places you can manage an existing recurring reservation: from the individual customer's profile, or from the Reservations section where all of them are listed together.
Click the arrow to learn more about editing and cancelling reservations
Click the arrow to learn more about editing and cancelling reservations
👤 From the customer's profile
Go to Customers ➜ Customer List ➜ search the customer ➜ Registrations tab, then select the recurring reservation you would like to edit. Click Edit, where you can update the reservation start date and the total number of weeks it recurs. You can also cancel a recurring reservation by ending it immediately.
🔄 From the Reservations section
To see all of your recurring reservations in one place, go to Events ➜ Reservations. If a reservation is still editable, you will see a drop-down option beside it. It will not be editable if it has been completed, for example.
When editing a reservation, you have a couple of options.
Start date | Edit the date the reservation begins. |
Duration | Change when the reservation ends, including ending it immediately if a customer leaves your business. |
⚠️ You can also delete a reservation, but only if it has not yet begun. Deleting completely removes the reservation from the system, so end the reservation instead if you want to keep a record of it.
📆 Recurring Appointment Reservations
Recurring reservations can also be used for appointments, so a client who books the same slot each week can be set up once from the business side rather than booking each time. Recurring appointments appear alongside class reservations under Events ➜ Reservations, where they are managed in the same place.
⚠️ What can stop a recurring appointment being booked
A recurring appointment uses the same criteria as a class reservation (day, time, venue, and instructor), with one extra consideration: the instructor's availability.
An appointment can only be booked when the instructor is set as available at that time. If the instructor is not available, or the availability schedule linked to that appointment type has been deleted, the reservation will not be able to book the slot. A recurring appointment will also fail to book if another customer has already booked that instructor at the same time.
💡 To set up a recurring appointment in the first place, see How to book a recurring appointment here.
To manage an instructor's availability, see the guide here.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What is the difference between ending a reservation and deleting it?
Click the arrow to see the answer
Click the arrow to see the answer
Ending a reservation stops it from booking the customer into any further sessions, while keeping a record of it. Deleting removes the reservation from the system entirely, and is only possible if the reservation has not yet begun.
Why can I not edit a particular reservation?
Click the arrow to see the answer
Click the arrow to see the answer
Only reservations that are still running can be edited. If a reservation has already completed, the drop-down option will not appear beside it.
Can I change how far in advance reservations book customers in?
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Click the arrow to see the answer
By default, recurring reservations book customers in 5 weeks before the session starts. For class types, you can contact the support team and ask for this to be changed to a different number of weeks. This currently applies to class types only. Appointment types remain at 5 weeks in advance.
Where can I see all of my recurring reservations?
Click the arrow to see the answer
Click the arrow to see the answer
The Reservations section lists both past and present recurring reservations, and you can filter by customer, status, membership, and class type. For more, see Track your recurring reservations here.