How to Set Up Recurring Appointments

Overview

Recurring appointments in PXME make it easy to schedule repeat sessions without the need to manually rebook each time. Whether your practice needs daily follow-ups, weekly check-ins, or monthly progress reviews, this feature ensures appointments are consistently scheduled while reducing admin time. You can configure recurrence patterns, manage conflicts, and edit individual sessions or the entire series—all while integrating seamlessly with tools like Zoom, Google Meet, and Microsoft Teams.

Key Features and Benefits

• Automatic Scheduling – Create a series of repeating appointments with ease.

• Custom Recurrence – Choose daily, weekly, monthly, or custom rules.

• Conflict Management – Decide how the system handles unavailable slots.

• Flexible Editing – Adjust one appointment, all future ones, or the full series.

• Video Integration – Works with Zoom, Google Meet, or Microsoft Teams.

Two Ways to Set Up Recurring Appointments

1. Recurring Settings in Calendar Setup

1. Go to Settings > Calendars and select the calendar.

2. Ensure no date-specific hours are set and that only one team member is assigned.

3. In the Availability tab, toggle on Recurring Meetings.

4. Choose your recurrence pattern:

   • Daily – Repeats every day for a set number of times.

   • Weekly – Repeats weekly on the same day(s).

   • Monthly – Repeats monthly on the same date.

   • Custom – Define your own rule.

Handling Unavailable Slots:

• Skip Booking – Only books available times.

• Continue Booking – Books all, even unavailable slots (marked Confirmed/Unconfirmed).

• Book Next Available Slot – Moves to the next available matching time.

2. Recurring Appointments via the Appointment Modal

1. Go to Calendars > Appointments > + New Appointment
   or from a Contact Profile > Appointments > Add New Appointment.

2. Fill in appointment details (calendar, team member, contact).

3. In Custom Date & Time, check Recurring Appointment.

4. Define recurrence (daily, weekly, monthly, or custom).

   • These rules override calendar setup.

   • Availability is not checked—appointments follow the recurrence only.

5. Choose when recurrence ends:

   • Never – Infinite series.

   • On a Specific Date – Ends on your chosen date.

   • After X Occurrences – Ends after a set number of appointments.

6. Click Save. The series will appear on your schedule.

Important Limitations

• List View – Custom recurring appointments do not appear in Appointment List View.

• Workflows – Only the first appointment in a series triggers workflows.

• Notifications – Calendar notifications do not send for series created via the modal.

• Cancellations/Reschedules – Changes apply to the entire series, not single instances.

• Unsupported – Not available for Service or Class Calendars.

• Virtual Meeting Links – One link is generated for the entire series.

• Outlook Sync – PXME syncs new recurring appointments to Outlook, but edits in Outlook do not sync back.

Pro Tips

• Use Never End carefully—review periodically to avoid overbooking.

• For rare appointments (e.g., annual checkups), use Custom Recurrence.

• Bulk edit thoughtfully—plan details ahead to reduce repeated changes.

FAQs

Q1: Can I set up recurring appointments without editing my calendar?
Yes. Use the appointment modal to create a custom recurring series.

Q2: What if I cancel one instance?
Cancellations and reschedules apply to the entire series.

Q3: Are recurring appointments available for service/class calendars?
No. Only standard booking calendars support this feature.

Q4: Can I limit how long recurrence continues?
Yes. End by date or after a set number of occurrences.

Q5: Do I need separate meeting links for each appointment?
No. One meeting link (Zoom, Google Meet, or Teams) is used across the full series.