Recurring Appointments

New! You can now set up recurring appointments in Sawyer!

Any appointment type can be configured to be either of the following:

• Recurring only (default)
• Single only
• Recurring and single

When both single and recurring is set up, customers can choose how they would like to book.

Setting up Recurring Appointments

Scheduling appointments is similar to scheduling camps and semester activities. As always, you'll need to start by building your activity in Listings before you can create your appointment listing!

1. Navigate to Schedules 
2. Select Appointments
3. Click into New Appointment Type in the upper right corner

Once you add your Appointment Details (more instructions on how to do this here!), you will then be able to create your appointment availability.

Next you will add your Available Hours and Schedule Limits and then you will get to Booking Settings.

Toggle on the Recurring Weekly Appointment (as seen below) to create a recurring appointment.

There are three options of how the client can book:

1. Clients are required to book the earliest available week through the end of the schedule

   • Clients will choose which day of week they want to book and will be enrolled for each week of the date range through the end. 
   • Scenario: As a provider, I run private lessons in 6 week blocks and clients must enroll in all 6 weeks, they just need to choose their day and time. Specifically, we have a spring session that starts March 3 and ends April 11, participants must attend all 6 weeks to get the full curriculum.

2. Clients can choose their start date, but then are booked through the end of the schedule

   • Clients will choose a start date from a calendar and are booked through the end week. The start date can be at any point in the date range. (There is no limit on how far in the future the client can book, as long as it's in the date range).
   • Scenario: As a provider, I have a very regular schedule and I want clients to be booked until the end of the schedule so they don’t have to think about re-enrolling. It’s likely that I allow them to cancel whenever they would like.

3. Clients can choose their start and end date, but are required to book a minimum number of weeks

   • Clients choose both start and end dates from a calendar but have to enroll for a specific amount of weeks/bookings.
   • You must enter the minimum number of bookings, which must be 2 or greater, since it is a recurring booking.
   • Scenario: As a provider, I’m pretty flexible and I want clients to book X number of sessions with me to get the full experience, but I don’t care as much about when they start or if they book more weeks than the minimum
   • Note: With this setting, it's important to making sure your schedules are up to date. If the minimum number of bookings is greater than the number of weeks left in the schedule, clients will not be able to book the recurring appointment, since no end date will meet the minimum requirement and no selectable option will display. 

Pricing

If the appointment is configured to be recurring and/or single, a per session price must be set accordingly.

• The price is per booking. For example, if I want people to book 6 sessions for $600, I will enter the price of $100 per booking.
• If your appointment allows for single or recurring bookings, you can set each price independently.
• Clients will be charged the full amount based on their number of bookings at checkout.
• If the appointment is recurring or single, it cannot be free for a single or recurring booking.
• If the appointment is single only, it can be free (this is the only scenario where an appointment can be free).

Appointments page in portal

1. You will be able to see if an appointment type is recurring or single or both, based on the listed pricing.
2. If any required fields are not complete, an Incomplete label will display for the appointment and it will not appear on the widget.
3.  If there are no regular hours set for an appointment, the Incomplete label will display and the appointment will not appear on widget.

Upcoming & Roster

• Upcoming tab (Scheduled)
  • Recurring appointments will display like current appointments but with an additional label for easy identification.

• Upcoming tab (Available) 
  • Only Appointment Types with Single bookings available will appear in this tab at this stage.
  • Providers cannot enroll a customer in a recurring appointment (yet!).
• Roster
  
  • Providers will have the option to remove participants from Today and Future Dates. This will remove the participant from that roster date and any following dates for that recurring appointment series.
    • This is only available for recurring appointment bookings.
    • Example: If a child is booked to two different future recurring appointment series, they will only be removed from that roster’s corresponding appointment series. 

• • When an appointment type is Single + Recurring, the Previous and Next buttons will navigate between single and recurring bookings, for easy navigation.
  • New Order: 
    • For rosters of an appointment type that is Recurring only, New Order will not display, because currently, a provider cannot place an order on behalf of a customer (yet!). 
    • For rosters of an appointment type that is Single only or Single + Recurring, New Order will display and providers can use it to place a single booking order on behalf of a customer.

Important to know: If a time is not available o a date due to another booking, the client will not be able to book that recurring time slot.

If a time is not available on a date due to an override (like a holiday), then the client will be able to book the recurring time slot.