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Introduction

An appointment series lets you create multiple recurring appointments for a client in a single step. Instead of booking the same service week after week by hand, you set a pattern (e.g. every 2 weeks for 6 months), review the planned dates, and create the entire series at once. Each appointment in the series is a normal, independent appointment: it appears on your calendar, triggers reminders, and can be rescheduled or cancelled individually. Series are created by team members from the scheduler. Clients cannot create a series through online booking.

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Key features

  • Flexible recurrence patterns: Weekly, fortnightly (every 2 weeks), every 4 weeks, or monthly
  • Pre-flight preview with conflict detection: See every planned date and any scheduling or client conflicts before you commit
  • Skip conflicts: Skip dates that clash, book a team-member warning anyway, or omit a clear date, and create the rest
  • Notification control: Send a confirmation for the first appointment only (default), every appointment, or none
  • Cancel upcoming: Cancel all remaining appointments in a series at once
  • Edit one or edit the rest: Editing or dragging an appointment in a series asks whether the change applies to that appointment only or to it and all future appointments

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Recurrence patterns

Limits:
  • An end date is always required. Open-ended series are not supported
  • Maximum 52 appointments per series
  • End date cannot be more than 12 months from the first appointment

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Creating an appointment series

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1. Open the appointment form

Click a time slot on the scheduler calendar and select Add Appointment, or press N to open a new appointment form.

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2. Fill in the appointment details

Select the client, add one or more services, assign team members, and set the date and start time, exactly as you would for a single appointment.

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3. Enable repeat

Toggle the Repeat switch in the appointment form. A recurrence section expands where you can:
  • Set the interval (every 1 week, 2 weeks, 4 weeks, or 1 month)
  • Set the end date for the series
A summary line confirms the pattern, for example: 12 appointments, every Wednesday from 27 May to 12 Aug 2026.

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4. Click create

Clicking Create opens the pre-flight review dialog instead of saving immediately. This dialog shows:
  • A list of every planned date
  • Every reason on a date that clashes: the client already booked, the team member is busy, a room is closed, or the time is outside working hours
  • A live count of dates to create, skip, or that cannot be booked

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5. Handle conflicts (if any)

Each date is a decision:
  • Blocked (the client already has an appointment in that window, or hours/rooms are enforced closed): that date cannot be booked. It is skipped.
  • Warning (the team member is already booked, or similar): skip it, or book anyway. Create will still succeed.
  • Ready: included by default. Skip a clear date if you do not want it.
If a date is refused at create (for example someone booked the client in the same window after you reviewed), that date is skipped and the rest of the series is still created. You will see which date failed and why.

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6. Choose notification preferences

Before confirming, select how the client is notified:

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7. Confirm and create

Click the Create button (e.g. “Create 10 appointments”) to commit the series. All appointments are created and appear on your calendar.
Each appointment in the series is its own record. Services, prices, and team member assignments are copied from the first appointment at creation time. If you later change a service price, existing appointments in the series keep their original price.

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Deposits and series

When a service has a deposit policy, the series handles deposits as follows:
  • First created appointment: The standard confirmation email includes the deposit request. If the client has a card on file and you select it, the deposit is charged immediately for the first appointment that is actually created. A skipped or refused first date does not consume the deposit.
  • Remaining appointments: No immediate email is sent at creation. As each appointment date approaches, the standard reminder includes a deposit request so the client can pay closer to the date.
This avoids a flood of deposit requests when the series is created and ensures each deposit is collected at the right time.
If your business has auto-cancel enabled for unpaid deposits, it only applies to the first appointment. Remaining appointments in the series are not auto-cancelled. They wait for the per-appointment reminder to prompt payment.

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Viewing series appointments

Each appointment in a series appears as a normal appointment on the scheduler. You can open any instance to view or edit its details individually. Calendar cards carry a series indicator, and the appointment detail panel has its own series section listing every appointment in the run.

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Editing or rescheduling one appointment

When you save an edit to an appointment that belongs to a series, or drag one to a new slot on the calendar, Bella asks how far the change should reach: Either way the appointment keeps its series membership. The Reschedule flow (Actions > Reschedule, or Pick on calendar) does not offer the choice: it moves only the appointment you opened.
“This and all future appointments” does not move dates. Every later appointment keeps its own date, so only the time of day travels across. If you drag a Saturday appointment to a Wednesday and apply to all future, the later appointments stay on their Saturdays and pick up the new time.To move a whole series onto a different day, either edit each remaining appointment, or cancel the upcoming ones and create a fresh series on the new day.
Deposits already taken are not affected. Completed and cancelled appointments are never changed, and neither is anything earlier in the run than the appointment you edited. Each appointment keeps its own notes and appointment-level discount. If a later appointment can’t take the new setup - the client already has another appointment in that window, or your Enforce working hours setting rules the time out for the team member or for a room the service needs - it is skipped, and you are told how many were skipped. A team member who is simply already busy is not a blocker: that instance is updated like the rest.

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Cancelling upcoming appointments

You can cancel all remaining appointments in a series at once. The cancel-upcoming action shows how many upcoming appointments will be cancelled and leaves completed or past appointments untouched. Select a cancellation reason, choose whether to Notify the client (on by default: one cancellation message per appointment, and the dialog lists whether Email and SMS will send), and say what happens to any paid product orders on those appointments (keep, or cancel and refund). Redeemed gift-card balance, package sessions and single-use promos are restored unless you turn on Forfeit redeemed rewards & credits (the same switch as bulk cancel on the appointments list).
You can also act on a single appointment from the series overview: open the three-dot menu on that row for View, Confirm (if Booked), Check in / Start / Undo (on Booked or Confirmed), Cancel, or Permanently delete (cancelled only). The cancelled appointment keeps its series link for reporting purposes.

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FAQs

No. Appointment series are team-only. Clients interact with each individual appointment normally: they can confirm, cancel, or reschedule single instances through self-service.
Bella asks whether the change is for This appointment only or This and all future appointments. All-future copies that appointment’s setup (time of day, services, team member, resources, prices, add-ons) onto every later Booked or Confirmed appointment, but leaves their dates alone - so only the time of day moves. Either way the appointment keeps its series link.
Not in one action. “This and all future appointments” changes the time of day but never the dates. To shift the run from, say, Saturdays to Wednesdays, either edit each remaining appointment, or cancel the upcoming appointments and create a new series on the new day.
Yes. A series supports multiple services per appointment, just like a regular appointment. The full service list (including bundles and add-ons) is copied to every instance.
52 appointments, with an end date no more than 12 months from the first appointment.
Yes. The standard reminder schedule applies to every appointment individually, regardless of the notification mode you chose at creation. Notification mode only controls the initial confirmation email/SMS.
Future appointments in the series become unassigned, just as they would for a single appointment. You can reassign them individually from the scheduler.
Yes, provided the team member’s Google Calendar sync direction includes Bella Booking → Google (two-way or push-only). Each appointment then syncs as a separate Google Calendar event, identical to any other appointment.
No. Series use the same permissions as regular appointments. If you can create, view, and cancel appointments, you can work with series.
Not in the current version. Each appointment in a series appears individually on the scheduler.