Repeat bookings for regular clients

Got a client who comes in every four weeks like clockwork? With TimeToBook Plus, you can book all their upcoming visits at once instead of adding them one at a time.

Repeat bookings are part of TimeToBook Plus. Plus is included with Team plans and during your free trial. On the free plan you can still book each visit yourself, and you'll see a Book repeating appointments for your regulars prompt in the booking panel where the repeat option would be.

How it works

When you create an appointment, you choose how often it repeats and how many appointments to book. TimeToBook then books each visit as its own appointment on the calendar, at the same time of day, with the same client, services and staff.

Because every visit is a normal appointment, each one gets its own reminder, shows up in the client's visit history, and can be moved, edited or cancelled on its own.

Booking a repeating appointment

1. Open the Calendar and click an empty slot, or click Add booking.
2. Pick the client, add the services, choose the staff member, and set the date and time of the first visit.
3. Under the price, open Repeat and choose how often: Every week, or every 2, 3, 4, 5, 6, 8, 10 or 12 weeks.
4. Choose the Number of appointments, from 2 up to 26. This count includes the first visit.
5. Check the hint below, which shows the date of the last appointment in the series.
6. Click Create Booking, or Create & Notify to email the client a confirmation.

You'll see a message confirming how many appointments were booked, for example "Booked 6 appointments, every 4 weeks."

Multi-service appointments repeat too. A cut and colour booked back to back is repeated as the same group on each date.

When a date is already taken

If one of the dates clashes with another booking or a block for that staff member, that date is skipped and the rest are still booked. The message tells you which dates were skipped, for example "Booked 5 of 6, every 4 weeks. Skipped 12 Mar (already booked)." You can then book those visits yourself at a different time.

Changing or cancelling a series

Open any appointment in a series and you'll see Repeating appointment with where it sits in the series, for example "3 of 6".

• To change one visit, edit it and click Save Changes as normal. Only that visit changes; the rest of the series stays as it is.
• To end the series, click Cancel this and following. This cancels the visit you opened and every later one in the series. Earlier visits, and any already marked completed or no-show, are left alone.

Cancelling the rest of a series doesn't send the client a message, so let them know yourself.

What clients see

• Create & Notify sends a confirmation for the first visit only. The later visits aren't confirmed by email one by one, so it's worth telling the client their dates while they're with you.
• Each visit gets its usual reminder before the appointment, just like any other booking. See Messages, email and SMS.
• Clients can cancel any single visit from the link in their reminder, if you allow self-cancellation. See Client self-service cancellations.

Good to know

• The repeat option only appears when you create a new appointment. You can't turn an existing appointment into a series, or change how often a series repeats. To change the pattern, click Cancel this and following and book a new series.
• Repeat dates aren't checked against your business hours or a staff member's working hours, only against other bookings and blocks. If someone is away, add a block for that time first and the clashing visit will be skipped. See Using the calendar.
• Repeating lunch breaks, meetings and days off use blocks instead, which work on every plan.

Getting Plus

Plus is included with Team plans and during your free trial. Otherwise, go to Settings → Billing and click Get Plus. See Billing, trials and plans.

For clients who'd rather book themselves when they're ready, try Rebooking reminders.