Recurring Appointments and Repeat Bookings
Some work is not one meeting. It is twelve sessions of coaching, a weekly lesson, a block of treatments. Booking a repeat appointment one at a time wastes everyone's time and loses people halfway through. Here is what CalendarPA does instead.
What can repeat, and how often
A booking type can be set to repeat on any of these:
- Every day, or every few days.
- Weekly: the same weekday and time each week.
- Every two weeks.
- Monthly, on the same date each month.
- Specific weekdays: Tuesdays and Thursdays, say, rather than one day a week.
Two shapes are available. A fixed series runs for a set number of sessions, up to 52, and can be paid for up front. An open-ended series just keeps going, with no end date, until it is paused or cancelled.
Getting paid for the whole series
A fixed series is bought once rather than session by session, which is the difference between selling a package and hoping someone rebooks:
- One checkout covers every session in the series.
- You can price the series below the per-session rate, as a percentage or a fixed amount, so buying the block is worth it.
- If the person holds credits, those cover whole sessions and only the remainder is charged.
Changing one session without disturbing the rest
Real schedules move. A series is not all-or-nothing:
- A single session can be moved without touching the others.
- One session can be cancelled, or the remaining ones, leaving completed sessions alone.
- An open-ended series can be paused and resumed later, which is what you want for a summer break rather than cancelling and rebuilding it.
The daylight saving detail
A weekly 2 PM session stays at 2 PM after the clocks change. The dates are worked out in your own timezone rather than in UTC, so a series does not quietly slide by an hour twice a year, which is the kind of fault nobody notices until a client arrives an hour early.
Monthly series clamp to the end of the month, so one booked for the 31st still lands in February rather than skipping it.
Which plans include this
Recurring bookings are on the Pro and Business plans, not the free plan. The full breakdown of what each plan includes is on the features page.
Common questions
How do I set up recurring appointments?
Open the booking type you want to repeat, go to its Recurrence settings, and choose a pattern and whether it is a fixed series or open-ended. From then on, that booking type is bookable as a series rather than a single appointment.
Can clients book a repeat appointment themselves?
Yes. That is the point of setting it on the booking type. Someone picks the first slot on your booking page and the rest of the series is generated from it, rather than the two of you agreeing twelve dates by email.
How many sessions can one series have?
Up to 52 in a single series. A fixed series also spans at most a year from its first session. An open-ended series has no session limit because it has no end date: it runs until paused or cancelled.
Can someone pay for the whole series at once?
Yes, for a fixed series. One checkout covers every session, and you can discount the series against the per-session price. Any credits the buyer holds are applied to whole sessions first, and only the remainder is charged.
Can I move or cancel just one session?
Yes. A single session can be rescheduled or cancelled on its own, and the rest of the series carries on. You can also cancel the remaining sessions without affecting ones already completed.
What happens to a series when the clocks change?
Nothing you have to fix. The times are calculated in your timezone, so a 2 PM session stays 2 PM across a daylight saving change instead of drifting by an hour.
Which plans include recurring bookings?
Pro and Business. Recurring bookings are not available on the free plan, so a free account will see the recurrence settings but not be able to switch them on.
Set one up
Recurring bookings are part of the Pro and Business plans. If you already have one, the settings are on any booking type under Recurrence.
Get startedRelated guides
- Teams and agencies
How seats, billing and member access work when you buy CalendarPA for a whole group rather than one person.
- PayPal payments
Take payment through PayPal at the moment someone books, with the money going straight to your own account.
- Zoom and Apple Calendar
Getting Zoom links into Apple Calendar, by hand or created automatically on every booking.
- Calendar sync
Connect Google, Outlook and iCloud so your booking page offers only the times you are really free.
- Payment at booking
Stripe, Square, PayPal or Stax at the moment someone books, and how refunds and reschedules work.
- Session packages
Sell a set number of sessions upfront and let clients spend one credit per booking.
- Recurring session plans
Sell a pack of sessions once and let it renew by itself after the last session.
- Switch from Calendly
Import your Calendly event types with a personal access token, bring contacts over from past invitees, test a booking and replace your links.
- Classes and workshops
Seat limits, paid registration, a waitlist and reminders for group sessions.
- Text message reminders
Texts 24 hours and 1 hour before each booking, for invitees who opt in.
- Finding a time together
Co-hosted booking types that offer only the times every host is free.
- Round robin scheduling
One link for a team, with each meeting going to the next teammate who is free.
- AdaPA, the AI assistant
Scheduling by email, text and chat, booked only into time your calendars show free.
- Email to calendar
Forward an email and the dates in it become events on the calendars you choose.