The in-app appointment modal is designed to save time and improve scheduling accuracy, this feature allows users to set customized recurring appointments with powerful options that cater to specific needs. Here’s a comprehensive guide on the updated recurring appointment features, how they benefit you, and how to get started.
You can create recurring appointments directly by selecting custom dates and times, without needing a pre-configured recurring calendar.
This flexibility allows users to tailor recurring appointments to fit any schedule, making it convenient for both one-time and ongoing setups.
Easily edit or delete all instances of a recurring appointment with one action, streamlining adjustments without manually updating each instance.
Set up advanced patterns with rules for recurrence, such as choosing a specific weekday of each month or setting appointments only on weekdays. Additional options like annual appointments on a specified date provide more flexibility.
Users have more control over their recurring appointment schedules, making it easier to handle unique scheduling needs.
Set appointments to repeat indefinitely or to end on a specific date or after a defined number of occurrences. This infinite recurrence function makes it easier to handle ongoing scheduling without manual input.
Perfect for setting up sessions that require indefinite scheduling, like regular team meetings, while still allowing an end date if necessary.
1. Create a New Appointment:
Navigate to the Calendars tab > Appointments > Click on the ‘+ New Appointment’ button on the top right
Or Go to the Contacts tab > Go to the specific contact profile > go to the appointments section on the top right menu > Add an appointment there.
Start by selecting New Appointment in the in-app appointment modal. Choose the calendar, team member, and contact for the appointment.
2. Set Up Recurrence:
In the Custom Date and Time section, check the Recurring appointment box. Define the recurrence pattern by selecting options for specific days, weeks, or months.
When creating an appointment through the Custom Date & Time tab in the in-app appointment modal, you have the option to set a specific recurrence rule for the entire appointment series. This custom recurrence will take precedence over your calendar settings.
Note: For appointments with custom recurrence rules, your availability is not taken into account. The system will schedule appointments according to the recurrence rules you define, regardless of your actual availability.
3. Configure Recurrence End:
Choose from three options to end the recurrence:
Never – the appointment repeats indefinitely.
On a Specific Date – select a date to end the series.
After X Occurrences – set a specific number of times for the appointment to recur.
4. Save the Recurring Appointment:
Once all details are set, click Save to create the recurring appointment. Your new recurring series will be visible in your schedule based on the pattern you defined.
Appointment List View: Custom recurring appointments created through the in-app appointment modal will not show up in the appointment list view.
Workflow Triggers: Currently, workflows are triggered only for the first custom recurring appointment in a series, with subsequent appointments in the series not being supported for workflow triggers.
Calendar Notifications: Calendar notifications are not sent for custom recurring appointments at this time.
Series Impact of Cancellation or Rescheduling: Canceling or rescheduling a custom recurring appointment through the cancellation/reschedule link or the contacts/conversations tab will affect the entire series, not just a single occurrence.
Limitations on Service and Class Bookings: Custom recurring appointments are currently not available for service and class booking calendars.
Single Meeting Link for the Entire Series: If using a virtual meeting platform, only one link (e.g., Zoom, Google Meet, or Microsoft Teams) will be generated for the entire series, meaning all instances in the series will share the same meeting link.
Outlook Sync Limitations:
Appointments created in the system and synced to Outlook will not sync back if any modifications are made in Outlook.
Frequent deletion of appointments in the system may impact the syncing experience with Outlook.
Utilize Bulk Editing Sparingly: If you make frequent changes to the schedule, ensure all necessary details are finalized before using the bulk edit feature. This will reduce the need to make repetitive adjustments.
Infinite Recurrence Considerations: While indefinite recurrence is convenient for ongoing appointments, periodically review the list to ensure all appointments are still relevant to your schedule. This helps prevent accidental over-scheduling or conflicts.
Use Specific Recurrence Patterns for Less Frequent Sessions: When setting sessions that occur annually or on specific days of the month, use flexible recurrence rules. This will ensure appointments follow the exact frequency without needing manual setup.
Can I create a custom recurring appointment without a pre-configured calendar?
Yes, you can now create custom recurring appointments directly within the in-app appointment modal, choosing dates and times without needing a pre-configured recurring calendar.
What happens if I cancel one instance of a recurring appointment?
Canceling or rescheduling through the cancellation/reschedule link or the contacts/conversations tab will impact the entire series. For changes to just one instance, you may need to make manual adjustments outside of the recurring series.
Are custom recurring appointments available for service or class bookings?
Currently, custom recurring appointments are not available for service and class booking calendars.
Is there a way to limit the recurrence to a specific number of occurrences?
Yes, you can set the recurrence to end after a specified number of occurrences, by a specific date, or choose to keep it ongoing indefinitely.
Do I need a separate meeting link for each occurrence in a series?
No, only one meeting link will be generated for the entire series. All instances within the recurring appointment series will use the same link, simplifying virtual meeting access for participants.
