Recurring appointments let you book a series of appointments that repeat on a defined schedule without requiring the contact or your team to manually book each session. This is useful for coaching programs, therapy series, ongoing training sessions, regular check-ins, and any service model where clients book multiple sessions in advance.
Two ways to create recurring appointments
The HoopAI platform supports recurring appointments through two methods:
1. Calendar-level recurring settings — You configure recurrence rules in the calendar’s availability settings. When a contact books through the public booking widget, the platform automatically creates the full series of appointments based on those rules.
2. In-app manual recurring appointments — A team member manually creates an appointment from the platform and applies a recurrence pattern to that specific booking. This gives more flexibility for individual clients who need a custom schedule.
Setting up calendar-level recurring appointments
To enable recurrence at the calendar level:
- Go to Calendars > Calendar Settings and click Edit on your calendar.
- Open the Availability tab.
- Toggle on Recurring Appointments to reveal the recurrence settings.
- Choose a frequency: Daily, Weekly, Monthly, or Custom.
- Set the number of times the appointment should repeat. The maximum is 24 recurrences per series.
- Configure how the system handles unavailable slots (see below).
- Save the calendar.
When a contact books this calendar, they are booking the entire series at once. The platform schedules all future occurrences based on the frequency and the initial selected date.
Calendar-level recurring appointments require a single team member assignment. Calendars with multiple team members assigned cannot use calendar-level recurrence. For teams, create in-app recurring appointments instead.
Frequency options
| Frequency | Behavior |
|---|
| Daily | Repeats every day at the same time |
| Weekly | Repeats on the same day of the week each week |
| Monthly | Repeats on the same date each month |
| Custom | Lets you define a specific interval (every N days, weeks, or months) |
Handling unavailable slots
When the platform schedules future recurring appointments, some slots may be unavailable due to existing bookings or the calendar being closed. You can choose from these behaviours:
- Skip unavailable slots — The system books only the available occurrences and skips any that conflict.
- Book next available slot — The system finds the next open slot if the target date or time is taken, ensuring the full number of requested appointments is eventually fulfilled.
- Book regardless — The system creates all occurrences even if some land on unavailable times. These may be created as unconfirmed and require manual review.
Creating manual recurring appointments in-app
To create a recurring appointment manually for a specific contact:
- Go to Calendars and click + New Appointment or open the Appointments list and click + Create.
- Fill in the contact, calendar, date, and time.
- Look for the Recurrence section within the appointment modal.
- Select the frequency and specify how many times the appointment should repeat.
- Review the generated schedule and click Save.
Manually created recurring series appear as a group in the Appointments list. Only the first occurrence is displayed in the list by default — future occurrences are accessible by expanding the series.
Managing a recurring series
Once a series is created, you can make changes at several levels:
- All occurrences — Edits apply to every appointment in the series going forward, including those already scheduled.
- This and all future occurrences — Edits apply from the selected appointment onwards, leaving past appointments unchanged.
- This occurrence only — Edits apply only to the selected appointment without affecting the rest of the series.
To edit a recurring appointment, click on any occurrence in the calendar view or appointments list and look for the edit options.
Payments and recurring appointments
If the calendar has payment collection enabled, payment is collected for the first appointment in the series. Subsequent recurring appointments are not charged individually through the calendar payment flow. For clients who need to be billed per session, consider pairing the recurring appointments with an invoice or subscription workflow.
Notifications for recurring appointments
Standard calendar notifications (confirmation, reminder, follow-up) fire for the first appointment in a calendar-level recurring series. They do not send automatically for subsequent occurrences.
For manually created in-app recurring series, notifications also do not fire automatically for individual recurrences. To send reminders across an entire series, build a workflow using the Appointment Status trigger combined with recurring date conditions, or schedule workflow-based reminders manually.
For client-facing recurring programs (like a 6-session coaching package), consider combining a recurring appointment series with a workflow that sends a weekly reminder with the session link and any prep material. This creates a more polished client experience.
Cancelling a recurring series
- Via self-service cancellation link: Cancelling using the self-service link cancels the entire series at once.
- Via the appointment editor in-app: You can cancel all occurrences, this and all future occurrences, or just this one occurrence.
When any occurrence in a series is cancelled, the platform fires the standard cancellation notification if one is configured. .png?fit=max&auto=format&n=EQK5eX9kTD8NzWwA&q=85&s=878008bf159fcc4964d0c0d508b6e400)