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Use a recurring booking for a standing appointment, such as every Tuesday at 5:00 PM. Staff create the pattern from Scheduling → Calendar → Book Session. Athletes use the normal booking flow to choose individual sessions. A recurring booking reserves time. It is separate from a recurring membership or subscription that collects payment.

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Creating a recurring booking pattern

  1. Select the athlete or athletes and the scheduler in New Booking.
  2. Review the credit handling available for that booking. See Credit handling below.
  3. Turn on Recurring and choose the frequency, interval, days, and start time. Repeat every accepts any whole number from 1 to 50, typed or with the arrows; anything else shows “Choose 1 to 50”. Monthly patterns such as “every 1st Thursday of the month” land on that weekday.
  4. Set an end date for a defined program or season. Check the first and last dates in the occurrence preview.
  5. Review holidays, planned absences, and conflicts before clicking Create.
  6. Check the saved results and open several dates on the calendar to verify the pattern.
Recurring settings with Weekly, Thursday, and Set an end date selected
If you use Copilot to draft the pattern, still review the generated days, times, and end date before saving.

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Review conflicts before saving

CoachIQ checks the selected athlete’s existing bookings across offerings, including later dates in a weekly or monthly series. The review lists every overlapping booking with its client, scheduler, date and time. Before anything is saved, the same review also lists:
  • Dates outside the scheduler’s availability, such as a Saturday on a Monday to Friday scheduler, or a blocked date. The first 90 dates of a series are checked.
  • Dates closed with Cancel Session, under “Canceled with Cancel Session”. Reopen and book reopens those times and books the series. Clients canceled from them stay canceled. See Book a time closed with Cancel Session.
What you can do:
  • Go back creates nothing so you can adjust the pattern.
  • Book anyway books the series as entered, including overlaps and dates outside availability that the review listed.
The web admin shows this review. The mobile app does not yet check dates outside availability and books the series as entered. For several athletes, check each result and the processed count. Do not assume every requested booking succeeded if the result reports an error or partial completion.

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Managing individual occurrences after creation

Open the recurring booking from the calendar or the athlete’s profile, then open Occurrences. Select the date you want to change.
Selected occurrence with Change, Skip, and Check In actions

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Changing one occurrence

Choose Change, select the replacement date or time, and confirm. Review the new slot and any notification options. The other occurrences keep their original schedule. You can also correct a past occurrence if its recorded time is wrong. Check the effect on attendance records before changing historical dates.

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Skipping one occurrence

Choose Skip for a date the athlete will not attend. The confirmation names the client, date and time, and says the rest of the series stays booked. Choose No to change nothing. For a series paid with credits, the next step starts at 0 credits. Enter how many credits to return for that date and choose Skip and Refund Credits, or choose Skip Without Refund. You can’t return more credits than the series has left. If that date needs to be booked again later, create a booking for it and check the payment or credit history first. Skipping a date is not evidence that a payment or credit was refunded. Verify those records separately.

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Making changes to the entire recurring pattern

To replace the standing schedule, record the remaining dates, remove the old recurring pattern, and create the replacement pattern. Review the deletion confirmation to ensure you are stopping the intended athlete’s series rather than canceling a group session for everyone. To end a series on a set date, open the booking with View/Edit Booking, choose Set an end date, and click Update. Past occurrences remain in the athlete’s history when you stop the remaining series. After creating the replacement, check the transition date so the old and new patterns do not overlap or leave a gap. Confirm the new schedule with the family.

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Series on an archived scheduler

If the scheduler has been archived, the Scheduler field shows its name with “(archived)”. You can still end the series with Set an end date → Update and skip single dates. Any other change shows “This scheduler is archived. You can only end this series or skip dates. Restore the scheduler to change it.” New bookings on an archived scheduler aren’t allowed until you restore it.

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Credit handling with recurring bookings

Do not assume that selecting a paid scheduler automatically charges a card or that every recurring booking has the same credit behavior. Before creating the pattern:
  1. Review the payment and Redeem credits controls available in the booking builder.
  2. Confirm whose eligible credits are being used, especially when staff book a child.
  3. Check credit expiration and any session-date restrictions for the whole date range.
  4. After saving, review the athlete’s credit history and any separate payment or subscription record.
When credits require sessions to happen before expiration, the series needs an end date within the eligible period. Do not use an ongoing pattern to promise sessions beyond the athlete’s entitlement. A parent’s ability to use a family package in self-service checkout does not mean a staff-created recurring booking will automatically use that parent’s balance. See Book for families and Credits and schedulers.