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An appointment series groups several related appointments for one customer: a wedding with its make-up trials, a tattoo project, a personal training block. The series holds the plan, the event details and the files, and each session stays a normal appointment on the calendar.
A series is different from a recurring appointment. Recurrence creates appointments from a repeating schedule. A series groups sessions that happen on different dates, each for its own reason.

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Create a series

Open Series in the sidebar and select New series, or start one from the Series field of an appointment. Enter:
  • Customer: every series belongs to one customer.
  • Name: a recognisable name for the project or the event.
  • Template: optional. Copies the template’s steps onto the new series.
  • Event date: optional. The day the series works toward, such as the wedding day.
  • Address on the day: optional. Where the event happens.
  • People on the day: optional. Who else is involved besides the customer, with a role and the time each one needs.
  • Notes and any series custom fields your workspace defined.
The series also appears on the customer’s profile with its event date and progress.

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Steps

Steps are the plan of a series, in order: what each session is for. A step can hold no appointment yet, one appointment, or several. A wedding day step, for example, can hold the bride’s appointment and the bridesmaids’ appointments. Open a series and select Add steps or Edit steps. For each step you can set:
  • Name, such as “Trial 1” or “Wedding day”.
  • Defaults for a session booked from the step: services, duration, staff and location. They apply before the series defaults.
  • Suggested window: when the step should happen. See below.
  • Notes for the team.
Steps can be renamed, reordered and removed at any time. Removing a step keeps its appointments on the series, without a step.

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Step dates and status

Nothing about a step’s date or status is typed in. Both come from its appointments: An appointment is done when its status is Done, or when it is Scheduled or Confirmed and its end time has passed. Cancelled and no-show appointments do not count toward a step. The step’s date is the earliest start among the appointments that count. A series with steps is in progress once a step is booked and completed when every step is done. A series without steps keeps the older rule: counted sessions against the planned total.

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Suggested windows

A window says when a step should happen, as a number of days before or after an anchor:
  • After the first session: counted from the first step that has an appointment, or from the day the series was created.
  • Relative to the event day: counted from the event date. Negative days mean before it.
  • After the previous step: counted from the previous step’s date.
A wedding trial set to 90 to 30 days before the event, for an event on 14 June, shows “Suggested between 16 March and 15 May”. The series page shows the suggestion on each step and a warning when an appointment falls outside it. Windows never block a booking. When the anchor cannot be worked out yet, for example a step after a previous step that has no appointment, the page shows no suggestion.

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Book a session for a step

On the series page, an open step shows Book. It opens the appointment form with the step’s defaults, the customer and the step already chosen. The form also offers a Step picker whenever you attach an appointment to a series that has steps, so an existing appointment can be placed on a step or moved to another one. Sessions on the series that are not tied to a step are listed after the steps under Other sessions.

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The series page

The page shows, in this order:
  • The header with the name, the status, a link to the customer and the template the plan came from.
  • The event strip: the event date with a countdown, steps done over total, and the address on the day.
  • The steps, each with its date, status, suggested window, appointments, their custom field values and attachment previews.
  • Other sessions, series notes, series custom fields, references, people on the day and details.
The Series list shows the customer, the event date with a countdown, and the progress of each series. Show is set to Active, so a series drops off once it is completed; choose All to see completed series too. It starts sorted by Recently updated. Sort it by Event date to see the soonest events first; series without an event date follow, most recently updated first.

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Templates

A template is a reusable plan. Open Series and select Series templates to create, edit, deactivate or delete them. A template holds the same step fields as a series, including defaults and windows. Choose a template when creating a series, or apply one to a series that has no steps yet. The steps are copied; later changes to the template do not reach series already created from it. Starter packs seed a template for their field of work, such as “Wedding” for beauty or “Large project” for tattoo studios. Applying a pack again does not add the template twice. See Starter packs.

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Series custom fields

Custom fields can belong to series, the same way they belong to appointments and customers. Define them under Custom Fields in the Series tab. They appear in the series form and on the series page, and a business that wants to track a deposit or a budget adds them there. See Custom fields.

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Deleting and exporting

To delete a series, open it and select Delete series. You need permission to delete appointments. Deleting a series removes its steps, series custom field values and references. Its appointments stay on the calendar as standalone appointments. A customer’s data export includes their series, the steps of each series and the series custom field values, and erasing a customer removes all of them.