📝 Overview
A Recurring Appointment reserves a repeating one-to-one slot for a client, for example the same time each week with their coach, without you rebooking it manually each time.
This guide walks you through creating one from your dashboard, step by step, and covers where to manage them afterwards.
💡 Booking a repeating class rather than a one-to-one session works slightly differently. See Make a recurring class reservation for a customer here.
📋 Before You Start
Two things decide whether a recurring appointment can be booked, and both are worth checking before you begin.
The client needs a valid membership that can be used for that appointment type. A recurring membership lets the series continue until the membership ends, while a pack or prepaid plan only covers sessions while credits and validity last.
The instructor needs to be available in their availability schedule at that time. Appointments can only be booked into slots where the instructor is set as available.
💡 To set up or change when an instructor is available, see How to manage an instructor's availability schedule here.
🗓️ How to create a Recurring Appointment
Recurring appointments are set up from Events ➜ Reservations, the same place your class reservations live, but you can also create a recurring reservation from within a customers profile.
Click the arrow to learn how to create a Recurring Appointment
Click the arrow to learn how to create a Recurring Appointment
1️⃣ Go to Reservations
Head to Events ➜ Reservations and click New recurring reservation.
2️⃣ Select the Customer
Choose the customer from the Customer dropdown, and click on Continue.
3️⃣ Set the Reservation Type to Appointment
Select whether you would like to create a recurring reservation for a Class or an Appointment. Select Appointment, and click on Continue.
4️⃣ Choose a membership
Select the customers Membership from the list.
💡 If the client does not have a suitable membership, click Add a different membership to be taken to their profile, where you can add one before continuing.
5️⃣ Select the Appointment Type
Choose the one-to-one session you want the recurring booking for from the Appointment Type list. You can also filter by Instructor and Venue to narrow the results on the next page. Click on Continue.
6️⃣ Set the schedule
Choose how the recurring resewrvation should run using the four options below.
Start Date - when the recurring series begins.
Appointment Slot - the specific time slot for each session (example Mondays at 10:00).
Repeats - how often it recurs, for example every 1, 2, 3 or 4 weeks.
Recurring Type - whether the reservation runs until the membership expires, or for a fixed number of sessions (example 8 sessions).
If you selected to run your recurring reservation for a fixed number of sessions, click on Continue. If you selected to run the recurring reservation until the membership expires, Click Create Recurring Reservation to finish.
7️⃣ Check Reservation
If you selected to create a recurring reservation for a fixed number of sessions, you will now be asked to check and confirm the sessions and click on Create Recurring Reservation.
8️⃣ Check Reservation
Now your recurring reservation has been created, and you can check the sessions which have been created.
✅ Finding it afterwards
Once created, you can view and manage your recurring appointments from Events ➜ Reservations ➜ Reservation Type ➜ Appointment.
🔀 Other Ways to Create One
The reservations page is not the only starting point, and classes follow their own process.
From a customer profile | Handy when you already have the client open. Go to Customers ➜ Customer List, open their profile, and click Create new recurring reservation, then continue from step 3 above. |
For a class | Repeating class bookings skip the Reservation Type step. See Make a recurring class reservation for a customer here. |
How reservations behave | Understand what happens when a slot is taken or an instructor is unavailable. See An overview of Recurring Reservations 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
How far ahead are the recurring slots booked?
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Click the arrow to see the answer
Clients are booked in 5 weeks before the session starts, on a rolling basis. Sessions further ahead stay unbooked until they come within that window.
This window can be adjusted for class types, but appointment types stay at 5 weeks.
Why has a client not been booked into one of their appointments?
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Click the arrow to see the answer
The most common reasons are that another client had already booked that instructor at the same time, the instructor was not set as available, or the membership had no usage left at that moment. A reservation only tries to book each session once, so it is not retried later even once the problem is resolved.
You can book them into that session manually. For the full detail, see An overview of Recurring Reservations here.
Can I set a recurring appointment to end after a set number of sessions?
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Click the arrow to see the answer
Yes. When setting the schedule at step 6, choose a fixed number of sessions under Recurring Type rather than running until the membership expires.
What happens when a client's membership expires?
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Click the arrow to see the answer
If the Recurring Type is set to run until the membership expires, the series stops automatically when the membership ends.
No new sessions are booked beyond that point.
Can I change the slot or frequency after creating one?
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Click the arrow to see the answer
You can manage existing recurring reservations from Events ➜ Reservations.
For more detail, see An overview of Recurring Reservations here.
Can clients set up their own recurring appointments?
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Click the arrow to see the answer
This depends on your account's configuration. Recurring appointments can always be set up from your dashboard using the steps above.
Self-service recurring booking from the customer side may also be available. Contact our support team to confirm what is enabled for your account.
How is this different from booking an appointment each week?
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Click the arrow to see the answer
A recurring reservation adds the sessions to the calendar automatically on a rolling basis, so you are not booking each one by hand.
The client keeps the same slot for as long as the reservation is active and their membership has credit.
Why are a client’s recurring reservations blocked, and why has a client not been booked into one of their appointments?
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Click the arrow to see the answer
If a membership has failed payments on it, it shows Registrations Blocked and cannot be used for bookings. While that block is in place, a recurring reservation using that membership will not be able to book the client in.
To clear it, resolve every failed payment on the membership. Go to the client’s profile ➜ Memberships tab ➜ click the membership ➜ Resolve next to each failed payment. Clearing only the most recent one will not unblock it.
Sessions missed while the membership was blocked are not booked retroactively, so you will need to add the client to those manually. For the full detail, see What does “Registrations Blocked” mean? here.