Before You Dive In
This article is supplementary to our Master Help Guide: All About Calendars. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical setup below.
Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
This guide is perfect if you're looking to:
Offer recurring sessions or appointments
Save time by creating packages, without scheduling manually
Note: Recurring appointments are not supported by Services Calendars, or by collective booking or service booking Meetings Calendars.
How to Set Up Recurring Appointments in Ivorey™
Recurring appointments are perfect if you want to offer weekly coaching calls, monthly check-ins, or packaged programs. Ivorey™ gives you two ways to set this up: automated recurring logic through your Meetings Calendar settings, or manual booking when you need more flexibility and control. You'll also want to know how to manage them once they're live. We'll walk you through all of that step by step.
Option 1: Allow Recurring Appointment Bookings in the Calendar Settings
You can allow your Meetings Calendars to accept recurring bookings by activating the setting inside the calendar.
Note: This will mean that any future bookings made on the calendar will be recurring. If you do not want to convert a calendar to only offer recurring appointments, we recommend duplicating and adjusting the duplicate, or creating a brand new calendar.
Click here for the written instructions
Click here for the written instructions
From the Ivorey™ main menu, 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)
Click the [Save] button, at the top right corner, to update your changes
Place a test booking on your calendar to see the booking flow, and to ensure all settings are correct
Note: For Round Robin calendars, recurring meetings require that only one team member be assigned, and their schedule must not include date-specific hours.
Option 2: Manually Book Recurring Appointments
If you need more control, you can book a series of appointments manually. You might want to book coaching packages on behalf of a client, pre-schedule a client’s 6-week onboarding call series, lock-in times manually after they’ve paid outside the system, or schedule regular check-in meetings or revision calls for a service spanning more than one meeting.
Prerequisite: You will first need to adjust your calendar settings to allow recurring meetings. Please follow the steps in Option 1, then continue here to manually book in the recurring appointments.
Click here for the written instructions
Click here for the written instructions
From the Ivorey™ main menu, go to [Calendars] > and click the [+ New] button
Select the Calendar > fill in an Appointment Title > and click [Add Description] to include a description (optional)
Assign a Team Member, if this field is not auto-filled with the only available team member
Under Date & Time, you can either select:
Default: This uses your calendar’s preset availability.
Select the [Date] and [Slot] out of the available options (e.g. every Monday at 8:30am). The recurring logic will pull your availability and apply the schedule, according to the calendar's settings
Custom: This allows you to override the calendar's availability settings - you might use this if you’ve pre-arranged custom times with the client (e.g. Wednesdays instead of Mondays).
Set the Start Time and End Time > and check the [Recurring Event] box
Select the Occurrences from the drop-down options, or select [Custom] to create a custom schedule or set number of occurrences (e.g. every week, on Monday, for 6 occurrences/sessions)
Set the Meeting Location (e.g. Zoom or Google Meet, these are pulled from calendar settings)
In the righthand panel, type in and Select a Contact (start typing their name or email)
Double-check that all details are correct, and click the [Book Appointment] button 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.
Set Up Automatic Reminders For Recurring Appointments
To make sure reminders send for every appointment in a recurring series, we recommend creating a workflow for each recurring calendar.
Note: Ensure that you disable the default reminders in the calendar's notification settings. Please refer to our guide for the detailed steps.
Click here for the written instructions
Click here for the written instructions
From the Ivorey™ main menu, go to [Workflows] > click the [+ Create Workflow] button > and select [+ Start From Scratch]
Click [+ Add New Trigger] > search for 'Appointment Status' (do not select 'Customer Booked Appointment') > and under Filters:
Set the Event Type to [Recurring]
Add the filter [In Calendar] > and choose the correct calendar
Add the filter [Appointment Status Is] > and set it to [Confirmed]
Click the [Save Trigger] button
Go to the [Settings] tab on the toolbar along the top of the page > and toggle Allow re-entry and Allow multiple Opportunities to ON
Go back to the [Builder] tab > click (+) the plus symbol, to add an action
Search for 'Wait' > under Wait For, select [Event / Appointment time] > under Until and When, select [Before] > and set the number of days/hours/minutes before the appointment that you want to send the reminder (e.g. 1 day before, 1 hour before, 15 mins before)
Select how to proceed if the wait step is in the past - we recommend selecting 'Skip till next wait or Event Start Date action' > and click the [Save Action] button
Click (+) the plus symbol, to add an action > search for 'Send Email' or 'Send SMS' > and create your reminder email/SMS
Tip: we have customisable reminder email templates available - select [Select Existing Template] > search for and select 'Appointment Reminder' > and click the (⁝) three dots, to edit the design and copy
Send a Test Email/SMS > and once finalised, click the [Save Action] button
(Optional) Add a 'Send Internal Notification' action, to remind yourself or your team before the appointment
At the top right corner of your screen, toggle the workflow to Publish > and click the [Save] button
Test by booking a recurring appointment on your calendar > then come back into your workflow > go to the [Execution Logs] tab and confirm that the reminders are scheduled for each occurrence
Frequently Asked Questions
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 as a workaround. Please refer to our guide for the detailed steps.
Does it book every single session in at once in recurring calendars?
Does it book every single session in at once in recurring calendars?
Yes, when a booking is made in a recurring calendar, all recurring sessions will be booked as well. Please place a test booking on your calendar so you can see the full booking flow.
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. Please refer to our Calendar Availability guide to understand the various availability rules.
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, the calendar will skip, force, or book the next available slot automatically, according to the calendar's recurring settings. Please adjust the settings to your preference.
Need Help?
Hit the support chat widget inside Ivorey™ - we can:
Drop the templates into your account, if you can't find them
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.