What is a recurring rule?
Recurring rules are used for appointments which will happen repeatedly. This can be a one-off or 30 appointments all up. Whatever the number, the recurring rule is flexible enough to cater for any type of recurring appointment.
The rules can be locked into certain dates or they can show up around certain dates for you to confirm.
For example, if you are servicing a commercial premises on a weekly basis at 10am Monday, this can be locked in and confirmed. Whereas for a residential client who you visit once a year, you may only know roughly when their appointment is - this is where the unscheduled setting comes in. It will show itself when the appointment is coming near and you can then confirm an exact time with the client and lock it in as a confirmed appointment.
Setting up default rules for Appointment Types
You can set a default recurring rule attached to your appointment types. To access the recurring rule appointment defaults click on the "Settings" button, followed by "Appointment Types" and then select the type you wish to edit. Alternatively, you can create your own type from scratch by clicking the "Create" button.
Most businesses will have a standard time interval between appointments which is appropriate to set as a default, for example. A yearly termite treatment would be:
-every 12 months- -10 times- -unscheduled-
This would create a rule, once a year which needs to be confirmed with the client and then dragged onto the scheduler.
Alternatively, you could do the following, for example:
-every 7 days- -30 times- - scheduled-
This would create an appointment once a week that is locked into the scheduler.
Modifying rules for individual appointments on the scheduler
Another option to setting rules is to of course have your defaults set up, but then modify them on the fly for each appointment you create.
To do this, when creating the appointment, be sure to click the "More Options" button when you get up to the appointment card creation. Then, click the "Update Rule" button to enter the recurring rule creator. This works the same as when setting the appointment type default rules as explained before.
There may also be the case where you have an appointment in February, but you want to schedule each of the following appointments once a year from this coming October on Wednesday or Thursday
-every 1 year - 10 times - in October on Wednesday or Thursday - unscheduled
The rule would be set up as follows:
As you can see, the rule will start in February (the initial appointment), but repeat from then onward in October.
You may also change how the rule will attempt to grab the days of the week
By selecting "First occurence", it will book the appointment only on the first occurence of any of your selected days within each cycle (For example, if Thursday falls on 19th October 2022 and Wednesday falls on 25th October 2022, it will select Thursday).
By selecting "All occurences", it will book the appointment for each selected day of the week within each cycle (in this case, both Wednesday and Thursday in October each year will be selected).
By selected "Last occurence", it will book the appointment only on the last occurence of any of your selected days within each cycle. (For example, if Thursday falls on 19th October 2022 and Wednesday falls on 25th October 2022, it will select Wednesday).