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Recurring Bookings and Group Sessions

What are Recurring Bookings?​

Recurring bookings (also called "repetitions" or "recurrence rules") allow you to automatically create copies of a booking, class, or appointment at specific intervals. This is an ideal solution for businesses offering regular services such as group workouts, courses, consultations, client bookings, and other recurring events.

Benefits of Recurring Bookings​

  • Time-saving: No need to manually create a new booking every time
  • Consistency: Automatic scheduling of events in your calendar
  • Client management: Option to automatically add regular clients to each booking
  • Flexibility: You can modify individual bookings without affecting the entire cycle

How to Create a Recurring Booking​

Step 1: Create a Template Booking​

  1. Create the initial booking with all details:

    • Date and time of the first occurrence
    • Participants or clients
    • Services
    • Resources and staff
    • Location

  2. Confirm everything is properly configured before creating the recurrence rule

Step 2: Create a Recurrence Rule​

  1. Open the booking and click on the three-dot button (•••)

  2. Select "Create Recurrence Rule"

  3. Configure the recurrence parameters in the form:

    • Recurrence: Choose daily, weekly, or monthly
    • Interval: How often to repeat (e.g. every 2 weeks)
    • Days of the week: If weekly recurrence, select days of the week
    • Day of the month: If monthly recurrence, select a day of the month
    • Start date: Date of the first occurrence
    • End date (optional): When to stop the recurrence
    • Days ahead: How many days ahead to generate bookings (maximum 30 days)
    • Copy clients: If you want to automatically add the clients from the template

  4. Check the preview: At the bottom of the form you will see a preview of upcoming bookings

  5. Click "Create" to activate the rule

Main Configuration Options​

Recurrence Type​

  • Daily: The booking repeats every day or at specific intervals (e.g. every 2 days)
  • Weekly: The booking repeats every week or every few weeks on selected days
  • Monthly: The booking repeats every month or every few months on a selected day

"Interval" Parameter​

This parameter allows you to control how often the booking repeats:

  • Interval 1 = every occurrence (every day/week/month)
  • Interval 2 = every second occurrence
  • Interval 3 = every third occurrence, etc.

Selecting Days of the Week​

With weekly recurrence you can select all or only some days of the week. For example:

  • If you select "Monday" and "Thursday", the booking will only take place on these days
  • If you select all days, the booking will repeat every day

Selecting Day of the Month​

With monthly recurrence, select a day of the month:

  • 1-31: specific day (e.g. 1st, 15th, 30th)
  • -1: the last day of the month (regardless of how many days the month has)
  • -2: the second-to-last day of the month, etc.

Practical Examples and Scenarios​

Weekly Fitness Class​

  1. Create a template booking for a fitness class on Monday at 18:00
  2. Create a rule with frequency "weekly" and interval 1
  3. Select days "Monday" and "Friday"
  4. Set "days ahead" to 30
  5. The system will generate classes every Monday and Friday for the next 30 days

Group Language Lessons​

  1. Create a template lesson on Tuesday at 16:00
  2. Add regular students to the template
  3. Activate "Copy clients from template"
  4. Select "weekly" with interval 1
  5. Set "days ahead" to 30
  6. All generated lessons will automatically include regular students

Monthly Client Consultations​

  1. Create a template consultation on the 15th of the month at 10:00
  2. Select "monthly" with interval 1
  3. Set day "15"
  4. Set "days ahead" to 30
  5. Consultations will take place on the 15th of every month within the next 30 days

Recurrence on the Last Day of the Month​

  1. Create a template for a financial report
  2. Select "monthly" with interval 1
  3. Set day "-1" (last day of the month)
  4. Set "days ahead" to 30
  5. The booking will automatically repeat on the last day of the months within the next 30 days

Daily Workouts Every 2 Days​

  1. Create a template workout for Monday at 07:00
  2. Select "daily" with interval 2 (every 2 days)
  3. Set "days ahead" to 30
  4. The system will generate workouts every second day for the next 30 days

Working with Created Recurring Bookings​

Preview of Automatically Generated Bookings​

  • In the calendar: All generated bookings will be displayed with the corresponding date and time
  • Linked to the template: When opening a generated booking you will see a link to the template

Editing Individual Bookings​

  • You can modify individual bookings without affecting the template or other bookings
  • You can add/remove clients, change services, etc.

Editing the Template​

  • If you change the template, new bookings will be generated with the new details
  • Already created bookings will not be changed

Managing Recurrence Rules​

Activating and Deactivating​

  • Active/inactive: Use the "Active" button in the form to temporarily stop generation
  • Useful: When there is a break period or temporary suspension of activities

Editing a Rule​

  • You can change all parameters of an existing rule
  • If you change the rule, new bookings will be generated according to the new settings
  • Already created bookings will not be affected

Deleting a Rule​

  • You can delete a rule to stop generating new bookings
  • Already created bookings will remain in the calendar
  • If the template is deleted, new bookings will no longer be generated

Tips and Best Practices​

When Planning Recurrences​

  • Choose an appropriate start date: The first occurrence will be at the specified time
  • Plan up to 30 days ahead: You can generate bookings up to 30 days in the future
  • Use an appropriate interval: Make sure the interval matches your schedule

Regular Clients​

  • Use "Copy clients from template": If some clients participate in all bookings
  • Editing individual bookings: You can add/remove clients from individual bookings

Monitoring the Schedule​

  • Regularly check upcoming bookings: To monitor the automatically generated schedule
  • Make changes as needed: You can remove or edit individual bookings as needed

Frequently asked questions

What are recurring bookings?

Recurring bookings are automatically generated bookings based on a template, created at specific intervals - daily, weekly, or monthly.

How do I create a recurring booking?

Create an initial booking, open it and select "Create Recurrence Rule", then configure the frequency and interval parameters.

What is the maximum number of days ahead for generation?

You can generate bookings up to a maximum of 30 days in the future.

Can I edit a single booking from the series?

Yes, you can edit individual bookings without affecting the template or other bookings in the series.

Can I copy clients to all bookings?

Yes, when creating the rule you can select the "Copy clients from template" option to automatically add clients to each generated booking.