How to Set Up Recurring Events in a Scheduling Software
Learn the step-by-step process to set up recurring events, from choosing intervals to syncing with calendars for seamless scheduling.
8 January 2025
3 min read
Introduction
Ever realized how much time you waste scheduling the same meetings over and over again? I have. And it’s frustrating. That’s when I started using recurring events in scheduling software—and let me tell you, it’s a game-changer for your sanity.
In my experience, recurring events are perfect for weekly team check-ins, monthly client reviews, or even personal reminders like “Call Mom every Sunday.” Setting them up might seem tricky at first, but it’s actually straightforward once you know where to start. Let me guide you through it.
What Are Recurring Events in Scheduling Software?
Recurring events are simply appointments that repeat on a regular schedule—daily, weekly, monthly, or custom intervals. Instead of manually scheduling the same meeting multiple times, you create it once and let the software handle the rest.
How to Set Up Recurring Events
Most scheduling software follows a similar process for creating recurring events. Here’s how it typically works:
- Create a New Event: Open your scheduling tool and start creating a new event, just like you would for a one-time meeting.
- Choose the Recurrence Option: Look for a checkbox or dropdown menu labeled “Repeat” or “Recurring.” Select how often you want the event to repeat—daily, weekly, or custom intervals.
- Set the Frequency and Duration: You can specify whether the event repeats every week, every other week, or even on specific days of the month. For instance, when I used a consultant booking system, I scheduled bi-weekly strategy calls with clients to keep things consistent.
- Add Participants: If it’s a group meeting, invite the necessary participants. Scheduling software will usually send invites automatically.
- Save and Sync: Hit save, and the recurring event will appear on your calendar for all the specified dates. Syncing with tools like Google Calendar ensures you’re always up to date, whether on your desktop or phone.
Why Recurring Events Are Useful
Recurring events aren’t just about convenience—they’re about consistency. They help you stick to routines, avoid last-minute scheduling chaos, and ensure nothing slips through the cracks.
In my case, recurring events helped me streamline my workweek. Every Monday morning is blocked for planning, every Friday afternoon for debriefing. It’s predictable, and I love it.
Note: Pay Attention to Flexibility
Not all recurring events are set in stone. Life happens—meetings get rescheduled, priorities shift. Most scheduling software allows you to modify or cancel a single instance of a recurring event without affecting the entire series.
In my experience, this flexibility is crucial. Once, I had to move a recurring client call to accommodate a last-minute project. With a few clicks, I updated only that week’s meeting while keeping the rest intact.
Common Pitfalls to Avoid
While recurring events are incredibly useful, they’re not foolproof. Here are some pitfalls to watch out for:
- Overbooking: If your calendar isn’t synced properly, you might accidentally double-book yourself. Always ensure your scheduling tool integrates with your primary calendar.
- Too Many Recurring Events: Don’t clutter your calendar with unnecessary blocks. Stick to events that genuinely need a regular slot.
- Forgetting to End a Series: If an event no longer applies, don’t forget to cancel the recurring series. Otherwise, it’ll sit on your calendar indefinitely, creating confusion.
Real-World Applications
Recurring events shine in professional and personal scenarios. Here are some examples:
- Lawyers: Using appointment scheduling software for lawyers, attorneys can schedule recurring client check-ins or court preparation meetings, ensuring everything stays on track.
- Consultants: A consultant booking system allows consultants to set up recurring strategy sessions with clients, reducing back-and-forth emails.
- Veterinary Clinics: Regular follow-ups, such as annual vaccinations, are easily managed with veterinary scheduling software.
- Plumbing Services: Routine maintenance visits are a breeze with appointment scheduling software for plumbing. Clients appreciate the proactive approach, and businesses save time.
Conclusion
Recurring events are a simple but powerful feature in scheduling software. They save time, reduce stress, and bring consistency to your calendar. Whether you’re managing court dates, client calls, or pet appointments, knowing how to set them up can transform the way you organize your time.