Recurring Bookings (Series)

Set up repeating appointments so regular clients are automatically booked at their preferred interval — every 4 weeks, every 6 weeks, or any custom schedule.

Overview

Recurring bookings let you:

• Create a series of appointments at a fixed interval (1–52 weeks)
• Choose how the series ends — after a set number of appointments or by a specific date
• See all upcoming series occurrences at a glance and cancel individual appointments or the entire remaining series
• Get AI-suggested intervals based on the customer's visit history
• Receive a one-tap rebook prompt after completing each series appointment

Creating a Recurring Series

On Web

1. Open the booking form (press N, use Cmd+K, or click an empty calendar slot)
2. Select a service, staff member, date, time, and client as usual
3. Toggle "Recurring appointment" on (the toggle is in the booking form with a repeat icon)
4. Choose an interval under Repeats:

Preset	Interval
Weekly	Every 1 week
Fortnightly	Every 2 weeks
Every 3 weeks	Every 3 weeks
Every 4 weeks	Every 4 weeks
Every 6 weeks	Every 6 weeks
Every 8 weeks	Every 8 weeks
Every 12 weeks	Every 12 weeks
Custom	Enter any number from 1–52 weeks

5. Choose an end condition under Ends:

End Condition	How It Works
After N appointments	Set the total number of appointments (2–52). Use the stepper or type a number.
By date	Pick an end date. Appointments are created up to that date.

6. A preview line confirms: "Creates [N] appointments — next on [date]"
7. Click Create Series

A confirmation email and/or SMS is sent for the first appointment in the series.

On Mobile

1. Open a new booking (tap the + button or tap an empty calendar slot)
2. Fill in the service, staff, date, time, and client
3. Toggle "Recurring appointment" on
4. Tap an interval button: 1 week, 2 weeks, 3 weeks, 4 weeks, 6 weeks, 8 weeks, 12 weeks, or Custom
5. For a custom interval, enter the number of weeks (1–52) in the text field
6. Choose an end condition:
   • Tap "After [N] appts" and use the + / − stepper to set the count
   • Tap "By date" and select an end date from the date picker
7. Tap Create Series

A toast confirms: "Recurring series created ([N] appointments)".

Multi-Service Bookings

Recurring series support a single service. If you select multiple services in the booking form with recurrence enabled, a hint appears:

"Recurring series supports a single service. The first selected service will be used."

Only the first selected service is repeated across all occurrences.

AI-Suggested Interval (PRO)

When creating a recurring series for an existing customer, OpenChair analyses their completed booking history and suggests an interval.

The suggestion is based on the median gap between the customer's last 10 completed appointments for the same service. If the customer has at least 2 prior visits, a suggestion appears:

On web: A button shows "History suggests [interval]" (e.g., "History suggests fortnightly"). If there are 5 or more data points, a badge shows the sample size (e.g., "8 visits").

On mobile: The hint "Suggested based on visit history" appears below the interval buttons, and the suggested interval is pre-selected.

The suggestion auto-populates the interval but does not lock it — you can change it at any time.

Series Conflict Detection

When a series is created, OpenChair checks each occurrence for staff availability conflicts (overlapping bookings, roster gaps). Conflicted appointments are flagged but still created.

After creation, if conflicts are detected:

• A warning message appears: "[N] appointment(s) in this series have a staff availability conflict and have been flagged. Review them in the calendar and reassign if needed."
• Each conflicted appointment shows a red "Conflict" badge in the series detail view

Conflicts do not block series creation — they are informational so you can review and adjust as needed.

Viewing a Series

Series Badge

Bookings that belong to a series show a series badge on the booking detail panel:

On web: "Part of series" or "Part of series · Appointment [N]" (e.g., "Part of series · Appointment 2"). Click the badge to open the full series detail.

On mobile: The badge shows the interval and ordinal (e.g., "Fortnightly · #2" or "Every 6w · #3"). Tap the badge to view the series detail screen.

Series Detail View

The series detail view shows all appointments in the series with their status.

Header: Service name, interval (e.g., "fortnightly"), and staff name.

Appointment list: Each appointment shows:

• Date and time (e.g., "Wed 12 Mar 2026", "10:00 AM – 11:00 AM")
• Status icon — green checkmark (completed), blue circle (upcoming), grey cross (cancelled/no-show)
• "Conflict" badge if flagged

Empty state: When all appointments are done: "All appointments completed."

Cancelled series: If the series has been cancelled, a "Cancelled" badge appears in the header.

Cancelling Series Appointments

Cancel a Single Appointment

1. Open the series detail view (click/tap the series badge on any appointment)
2. Click Cancel next to the appointment you want to remove
3. Confirm: "Cancel the appointment on [date]? The rest of the series will continue."
4. Click Cancel appointment

The individual appointment is cancelled. Deposit handling follows your venue's cancellation policy. The rest of the series continues as scheduled.

Cancel All Remaining Appointments

1. Open the series detail view
2. Click Cancel all remaining ([N]) at the bottom
3. Confirm: "This will cancel [N] upcoming appointment(s). Completed appointments will not be affected."
   • If deposits are held, the dialog warns about the total at risk
4. Click Cancel all remaining

All future appointments in the series are cancelled. The series status changes to Cancelled. Completed appointments remain on record.

Rebook Prompt After Completion

When you complete an appointment that belongs to a series (or where the customer has a suggested interval), a rebook prompt appears automatically.

On web: A banner shows:

• "Rebook [customer name]?"
• "[Service] · [Staff] · in [N] weeks ([date])" — showing the suggested next appointment
• "Rebook →" button to create the next appointment in one tap
• "Dismiss" to close the prompt

On mobile: The same prompt appears:

• "Rebook [customer name]?"
• "[Service] · [Staff] · in [N]w ([date])"
• "Rebook →" to create the next appointment
• "Change details" to open the booking form with pre-filled details

When you tap Rebook →, OpenChair checks for staff conflicts at the proposed time. If the slot is clear, the next appointment is created immediately. If there is a conflict, an error appears: "Staff member has a conflicting appointment at the proposed time. Please choose a different time." — use "Change details" to pick an alternative.

Committed Series Revenue (PRO)

On the Intelligence page, the "Committed Series Revenue" card shows the total guaranteed revenue from all active recurring series over the next 90 days. This updates in real time as bookings are added, completed, or cancelled.

On FREE plans, this card shows a lock icon and "Unlock with PRO".

Platform Differences

Feature	Web	iPad	Phone
Create series	Yes	Yes	Yes
Interval presets	Dropdown (7 + Custom)	Buttons (7 + Custom)	Buttons (7 + Custom)
AI-suggested interval	Yes (PRO)	Yes (PRO)	Yes (PRO)
Series badge	"Part of series" text	Badge with interval	Badge with interval
Series detail view	Sheet	Full screen	Full screen
Cancel individual	Yes	Yes	Yes
Cancel all remaining	Yes	Yes	Yes
Rebook prompt	Banner	Banner	Banner with "Change details"
Series Revenue card	Intelligence page (PRO)	Intelligence page (PRO)	Not available

Troubleshooting

Issue	Solution
No AI interval suggestion appears	The AI suggestion requires a PRO subscription and at least 2 prior completed bookings for the same customer and service.
Conflict badges on series appointments	Conflicts are informational — the appointments are still created. Review each flagged appointment on the calendar and reassign to a different staff member or time if needed.
Cannot create series with multiple services	Recurring series support a single service only. If multiple services are selected, only the first is used for all occurrences.
"Set an end date" button won't activate	You selected "By date" as the end condition but haven't picked a date yet. Tap the date picker and select an end date.
Rebook says "conflicting appointment"	The staff member already has a booking at the proposed rebook time. Tap "Change details" to pick a different time or staff member.
Series shows as "Cancelled" but I only cancelled one appointment	Check whether someone clicked "Cancel all remaining" instead of cancelling a single appointment. Individual cancellations leave the series active.

Related Articles

• Creating a Booking
• Booking Inspector & Quick Actions
• Rescheduling & Cancelling Bookings
• Using the Calendar

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Last updated: March 2026