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Recurring & Repeating Appointments

Set up regular appointment series for clients who attend on a consistent schedule. Recurring appointments save time and help secure regular slots.

Creating a Recurring Series​

  1. Open the appointment form (click a time slot or press Cmd/Ctrl+N)
  2. Fill in the client, practitioner, appointment type, and time as normal
  3. Expand the Recurring section
  4. Choose a recurrence pattern
  5. Set the end condition
  6. Choose a conflict handling strategy
  7. Click Create

Praxi generates all appointments in the series at once and shows you a preview of the dates before saving.

Recurrence Patterns​

PatternDescription
DailyEvery day (or every X days)
WeeklySame day each week; select specific days
FortnightlyEvery two weeks
MonthlySame day of the month (e.g., the 15th)
CustomSet a custom interval (e.g., every 3 weeks)

For weekly patterns, you can select multiple days of the week (e.g., Monday and Wednesday). For monthly patterns, choose the specific day of the month.

End Conditions​

Choose when the series should stop:

ConditionHow it works
After X sessionsStops after a set number of appointments (e.g., 10)
By dateStops on a specific date (e.g., end of school term)
OngoingNo end date; continues until manually stopped

Conflict Handling​

When a recurring date clashes with an existing appointment, a public holiday, or practitioner leave, Praxi offers three strategies:

StrategyWhat happens
SkipSkips the conflicting date and continues the series
Next availableFinds the next free slot (within 14 days)
Stop on conflictStops and shows the conflict for manual resolution
Skip Holidays and Leave

You can enable Skip public holidays and Skip practitioner leave so that recurring dates falling on holidays or leave days are automatically skipped. Both options are on by default.

Series Preview​

Before saving, Praxi shows a preview of all generated dates with their status:

  • Available -- No conflicts; appointment will be created
  • Conflict -- Clashes with an existing appointment
  • Blocked -- Falls on a holiday or outside working hours

A summary shows the total, available, conflicting, and blocked counts so you can adjust the pattern before committing. You can also run a conflict check without creating any appointments to preview the series first.

Review the preview to make sure the dates look correct before confirming.

Duration​

Each appointment in the series uses the same duration, which must be between 15 and 240 minutes. The duration is set once when creating the series.

Editing a Recurring Series​

When you open a recurring appointment and make changes, Praxi asks how to apply them:

OptionEffect
This appointmentChanges only this single occurrence
This and futureChanges this appointment and all future ones
Entire seriesChanges every appointment in the series

You can change the time, practitioner, location, or duration for part or all of a series.

Cancelling Recurring Appointments​

When cancelling, you have the same three options:

  • This appointment only -- Cancels just the selected occurrence
  • This and all future -- Cancels from this point onwards
  • Entire series -- Cancels every appointment in the series
Cancellation Notifications

When you cancel recurring appointments, all affected clients receive notifications (if enabled). The number of cancelled sessions is included in the notification.

Adding Exceptions (Skipping Dates)​

You can skip individual dates in a recurring series without cancelling the entire series. This is useful for one-off schedule changes:

  1. Open the recurring appointment on the date you want to skip
  2. Click Skip This Date (or add an exception)
  3. Optionally provide a reason (e.g., "Public holiday" or "Client on leave")
  4. The appointment for that date is removed; the rest of the series continues

You can also remove an exception to reinstate a previously skipped date.

Identifying Recurring Appointments​

Recurring appointments are marked with a repeat icon on the calendar. Hover over the icon to see the recurrence pattern (e.g., "Weekly, every Monday").

Best Practices​

  1. Book recurring sessions early -- Secure regular time slots before the calendar fills up
  2. Use "Skip holidays" -- Avoid accidentally booking on public holidays
  3. Review the preview -- Check all dates before confirming the series
  4. Set a sensible end condition -- Use "After X sessions" for treatment plans with a defined number of sessions, or "By date" for term-based work
  5. Use "Next available" for flexibility -- If the regular slot is occasionally taken, let Praxi find the nearest alternative

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