This guide is for Ivorey™ members who want to save time by offering recurring sessions, like weekly coaching calls, monthly check-ins, or packaged programs, without needing to schedule each one manually.
Ivorey™ gives you two ways to set this up: automated recurring logic through your calendar settings, or manual booking when you need more flexibility and control.
You'll also want to know which calendar types support recurring appointments, and how to manage them once they're live. We'll walk you through all of that step by step.
Before you begin, make sure you have followed our Calendar Master Help Guide to set a calendar up and connected to google meet or zoom if taking remote appointments.
Option 1: Allow Recurring Appointments in the Calendar Settings
You can allow your calendars to accept recurring bookings by activating the setting inside the calendar. The following calendar types support recurring appointments: Round Robin, Class Booking, and Personal Booking.
Click here for the written steps
Click here for the written steps
Go to [Calendars] > [Calendar Settings] > and click the pencil icon of the calendar you want to edit.
Inside your calendar settings, click the [Availability] tab > then scroll down to toggle on [Recurring Meeting].
Set your appointment frequency (e.g., daily, weekly, or monthly) and the number of times you want the appointment to repeat.
Choose what happens if a slot is unavailable (e.g., skip, force book, or book next available slot).
[Save] to update your changes.
Option 2: Manually Book Recurring Appointments
If you need more control, you can book a series of appointments manually on behalf of a client. Common use cases include booking coaching packages on behalf of a client, pre-scheduling a client’s 6-week onboarding call series, locking in times manually after they’ve paid outside the system or scheduling regular check-in meetings or revision calls for a service spanning more than one meeting.
Click here for the written version
Click here for the written version
Step 1: Open the Calendar Booking Panel
Go to Calendars > + New
Select the calendar you’ve already set up for recurring sessions
Give the appointment a clear title (e.g. 6-Week Coaching Series: Client Name)
Add a description if needed
Assign a team member, if this field is not auto filled with the only available team member or yourself
Step 2: Choose Your Booking Type
Default Tab: Uses your calendar’s preset availability
Select available slots shown (e.g. every Monday at 8:30am)
Recurring logic will pull your availability and apply the schedule
Custom Tab: Lets you override the availability
Use this if you’ve pre-agreed custom times with the client (e.g. Wednesdays instead of Mondays)
Manually choose each session’s start time
Select "Recurring > Custom" and define:
Weekly or Monthly recurrence
Number of occurrences (e.g. 6 sessions)
Step 3: Finalise and Book
Set the meeting location (e.g. Zoom or Google Meet, these are pulled from calendar settings)
Select the correct contact by searching for their name or email
Review the details and any system notes
Click Book Appointment to finalise
Note: When using the Custom tab, Ivorey™ will book the sessions regardless of existing conflicts it does not check calendar availability like the default option does.
Frequently Asked Questions
Can my clients add the appointments to their own calendars?
Can my clients add the appointments to their own calendars?
Yes! If you use the email templates we have provided, your clients will receive links to automatically add the event to their own Google, Outlook, or iCloud calendars.
What happens if a client cancels a recurring appointment?
What happens if a client cancels a recurring appointment?
If a client cancels one appointment in a recurring series, it will not affect the other appointments.
How do I set up a fixed number of appointments in a package?
How do I set up a fixed number of appointments in a package?
While there is no native feature to limit the number of appointments a client can book, you can use workflows and the "Math Operation" action to tally how many appointments they attend as a workaround.
How do I book an appointment on behalf of a client?
How do I book an appointment on behalf of a client?
To book an appointment on behalf of a contact, go to [Calendars], click [+New], and fill in the details under the Appointment tab.
How do I view and manage calendar appointments easily?
How do I view and manage calendar appointments easily?
You can view appointments in four key places: Calendar View, Appointment List View, the Conversations Tab in a contact's profile, and the Contacts Tab under the calendar icon. Click here to learn more about managing appointments.
Does it book every single session in at once when using recurring calendars?
Does it book every single session in at once when using recurring calendars?
Yes! You can see this on the final steps, where it shows "repeats every __ for # occurrences" meaning, the calendar is set to recurring and is scheduling in a package or a series of appointments, not just showing availability for the next 10 options that people can book one off for.
Why isn't my calendar showing the right availability?
Why isn't my calendar showing the right availability?
Make sure your profile availability settings are correctly configured. For example, if you have your available days set to Monday - Friday, but you create an event for Saturday, your availability won't show in that calendar until you update your profile availability to reflect that you are available on Saturday.
Why are my appointments from my Gmail or iCloud calendar not showing?
Why are my appointments from my Gmail or iCloud calendar not showing?
Third-party integrations like Gmail or iCloud need to be re-integrated regularly to maintain the connection. Reach out to support so we can troubleshoot further and assist, before you attempt to disconnect and reconnect the platform to "reset" the integration.
Why is it skipping a day when my client goes to book a recurring appointment?
Why is it skipping a day when my client goes to book a recurring appointment?
If the recurring slot is unavailable, it books them automatically into the next available slot according to the recurring settings that you've set. So if the first Monday is free and the second Monday is not free, it'll automatically skip that and book them into the next free slot.
Need Help?
Hit the support chat widget inside Ivorey - we can:
Walk you through any of the steps
Troubleshoot anything that’s not working
We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here