Recurring appointments booked as a series
A recurring appointment is the same slot booked again and again: every Tuesday at four, the first Monday of the month. In the new Vonza Scheduling a client books a series of 2 to 12 sessions in one go, weekly, every 2 weeks or monthly, and each session is its own booking with its own reminders.
What is a recurring appointment?
A recurring appointment is a booking that repeats on a pattern instead of being made one time at a time: a weekly tutoring lesson, a fortnightly coaching call, a monthly review. The client chooses once and the calendar fills for the whole run.
Vonza offers this as Book a series. On a meeting with the setting on, the booking page says “Bookers can repeat the time they pick.” The client chooses Weekly, Every 2 weeks or Monthly and how many times, from 2 to 12 (the default is 4). Every time in the series is checked against your hours, buffers and calendar before any of it is booked, and each one becomes a separate booking.
Series are for free lengths: “Free lengths only: a paid length is booked one time at a time.” For repeat sessions that are paid for, Vonza uses a Pack, a Subscription price or a Recurring price instead, described below.
| Compared | Book a series | Session pack | Subscription or Recurring price |
|---|---|---|---|
| What repeats | The same time, weekly, every 2 weeks or monthly, 2 to 12 times | Sessions bought at once, booked one by one with a code | The payment: every week, month or year, or a set number of times |
| Price | Free lengths only | One price for the pack | Charged on the billing cycle |
| Who picks the dates | The client, once, at booking | The client, each time, with the PK- code and the same email | The client, each time they book |
| Cancelling | One session, or “Cancel the rest of the series” | A cancelled pack booking gives the credit back | Subscription until cancelled; Recurring for the set number |
How to set up recurring appointments on Vonza
Three steps in the new Scheduling, and one more for paid repeats.
- STEP 01
Turn on Book a series
In the meeting’s Booking flow settings, switch on Book a series. Clients can then repeat the time they pick Weekly, Every 2 weeks or Monthly, from 2 to 12 times; 4 is offered by default.
- STEP 02
Check the hours and buffers
Each session must fit your hours and date overrides, sit outside buffers and time off, and be free in your connected calendar. Every time is checked first, so a run that clashes is not half-booked.
- STEP 03
Let clients book
On the booking page the client picks a time, chooses the repeat and the count, and confirms. Each session arrives as its own booking with its own confirmation and reminders, and the run can be cut short with “Cancel the rest of the series”.
- STEP 04
For paid repeats, price the length
Add a Pack price (Sessions in the pack, Use within days) or a Subscription or Recurring price with a Daily, Weekly, Monthly or Yearly cycle. Those lengths are booked one time at a time, with the pack code or the active plan.
Everything a repeat booking needs
Series, packs and subscriptions, each with its own reminders and calendar entries.
Weekly, fortnightly or monthly
Clients repeat the time Weekly, Every 2 weeks or Monthly, from 2 to 12 times, with 4 offered by default.
Every time checked first
Each date in the series is tested against your hours, buffers, time off and calendar before any of it books.
One booking per session
Each session is its own booking: its own confirmation, reminders, reschedule and cancel links, and calendar entry.
Cancel the rest
A client or host can cancel one session, or “Cancel the rest of the series” and keep what has already happened.
Session packs
Sell five or ten sessions at once; later ones are booked with the PK- code and the same email, within the Use within days you set.
Subscription and Recurring prices
“Charged every week, month or year until cancelled”, or “A set number of repeat payments”, on a Daily, Weekly, Monthly or Yearly cycle.
Calendar entries that update
ICS files keep a stable UID across reschedules and send a cancellation on cancel, so calendars update instead of duplicating.
Automations for packs
Triggers for Session pack running low and Session pack expired, so the next block is offered before the last session.
Limits, stated plainly
What a series does and does not do.
A series is free lengths only
“A paid length is booked one time at a time.” Sell repeats with a Pack, a Subscription or a Recurring price instead; the client books each session with the code or plan.
Up to 12 sessions per series
A series runs 2 to 12 times. A longer run is booked as a second series when the first ends, or sold as a pack.
Three patterns
Weekly, Every 2 weeks and Monthly. There is no “every weekday” or custom pattern; a daily run is booked as separate bookings or offered through a one-off meeting link.
Book a series is in the new Scheduling
Classic meetings book one time at a time. Opt in to the new Scheduling and turn on New booking pages for clients to see the repeat option.
Every date must be open
Each date has to sit inside your hours, outside buffers and time off, and be free in your calendar; a date that fails stops the series until the client picks another start or count.
Who books recurring appointments
Anyone whose clients come back on a rhythm.
Tutors
A weekly lesson for a term, booked once; a ten-lesson pack for the parent who prefers to pay up front.
Scheduling for tutorsCoaches
A fortnightly call for three months as a free series on a programme already paid for, or a Subscription price on the session itself.
Scheduling for coachesConsultants
A monthly review booked for the year, and a Recurring price that bills a set number of times.
Scheduling for consultantsChurches
Weekly counselling slots and monthly check-ins, each a separate booking the office can move.
Scheduling for churches
Questions about recurring appointments
Get answers to common questions here
Yes. Turn on Book a series on a meeting in the new Vonza Scheduling and the booking page says “Bookers can repeat the time they pick.” The client chooses Weekly, Every 2 weeks or Monthly and 2 to 12 times, and every session becomes its own booking. Scheduling is included in every Vonza plan, with a 14-day free trial.
Not as a series: “Free lengths only: a paid length is booked one time at a time.” For paid repeats, give the length a Pack price (several sessions bought at once and booked with a PK- code), a Subscription price (charged every week, month or year until cancelled) or a Recurring price (a set number of repeat payments).
From 2 to 12, with 4 offered by default. For a longer run, the client books another series when the first ends, or you sell a pack.
Every time in the series is checked first against your hours, buffers, time off and connected calendars, so a run that clashes is not half-booked. The client changes the start time or the count and tries again.
Yes. Each session is a separate booking with its own reschedule and cancel links, within the deadline you set. “Cancel the rest of the series” ends the run from a chosen point without touching sessions that have already happened.
Yes. Each booking in the series carries the meeting’s notifications: the confirmation, every reminder and the follow-up. A moved session silences its old reminders and sets new ones.
Set Sessions in the pack and, optionally, Use within (days). The booking that buys the pack is session one; the client books the rest with the PK-XXXXX-XXXXX code and the same email. A cancelled pack booking gives the credit back, and automations can fire when the pack is running low or has expired.
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