Recurring appointments

A recurring appointment repeats on a schedule, such as a client who comes every Tuesday at 10:00. CalGest creates each occurrence as its own appointment on the agenda.

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Set up a recurring appointment

When you create an appointment on the web dashboard, choose how often it repeats under When > Repeat: The days start from the appointment’s date: Weekly picks its weekday and Monthly picks its day of the month, until you change them. A monthly appointment on a day that a month doesn’t have, such as the 31st, falls on that month’s last day. Then set Ends: Never, On date with an end date, or After occurrences with a number of occurrences. A few rules apply:

• A recurring appointment starts and ends on the same day.
• It can’t start as cancelled.
• It can’t also belong to a customer’s series. The Series detail is hidden while Repeat is on.
• It is created without notifying the customer, so no booking confirmation goes out.

CalGest books occurrences up to 180 days ahead and adds new ones as time passes.

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Dates that clash

Before saving, CalGest checks every date the appointment would book in the next 180 days. If some dates clash with other appointments, working hours, time off, closures or holidays that close the business, it lists them under Some dates can’t be booked:

• Skip these dates leaves them out and books the rest.
• Book anyway books every date. Only people with permission to manage appointments can do this.

Time off and closures are checked whatever your conflict settings are. Dates that CalGest adds later and that fall in time off are skipped, and owners and admins get a notification. See Time off and closures.

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Change occurrences

Open an occurrence and change it like any appointment. The form says it is part of a recurring appointment. When you save, choose what the change applies to: Occurrences that have already started keep their details. An occurrence longer than one day can only be changed on its own. Dragging an occurrence on the agenda asks the same question. Cancelling with This and future appointments or All appointments from today on ends the recurring appointment. The occurrences that haven’t started are cancelled, and no new ones are created. Done can only be set on one occurrence at a time. An occurrence of a group session that already has participants keeps its time and places when you change many occurrences, so nobody’s place is lost. Move it with This appointment only; its participants are told. How often it repeats and when it ends are set when you create it. You can’t change them later. To change the schedule, end the recurring appointment and create a new one.

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Delete occurrences

When you delete an occurrence, choose which ones go:

• This appointment only deletes this date. CalGest won’t book it again.
• This and future appointments ends the recurring appointment before this date and deletes the occurrences from this date on.
• All appointments from today on ends the recurring appointment and deletes the occurrences from today on.

Occurrences that have already started are kept. If a recurring appointment was created by mistake, people with permission to manage appointments can tick Also delete past appointments in this series. That deletes past occurrences too, with their notes, photos and history, and can’t be undone.