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Recurring Bookings

How to set up and manage a series of bookings for regular customers

 Recurring bookings let you quickly create a series of bookings for a regular customer — same service, time and table — repeating daily, weekly, fortnightly, monthly or otherwise, for up to six months in advance. 

Things to know before you start

  • Recurring bookings can only be created from a new booking in the Diary. You can't turn a walk-in or an existing booking into a recurring one.
  • Weekly recurring bookings can be scheduled up to six months ahead.
  • Daily recurring bookings can be scheduled up to 14 days ahead.
  • Customers can't edit or cancel a recurring series from the original booking confirmation email or SMS. They can manage individual bookings through the confirmation or reminder messages sent for each one, depending on your venue's settings.
  • Any edits to bookings within a series must be made individually, via the Diary.
  • If the service has a payment attached, it's only applied to the first booking in the series. Payments for the rest of the bookings need to be added manually.

Turn on recurring bookings

  1. Go to Venue Settings > Bookings
  2. Tick Enable Recurring Bookings > Save to activate the feature.


 

Create recurring booking

  1. In the Diary, select + Booking.
  2. Select a timeslot, then select the Recurring Booking toggle.
  3. Choose frequency of booking - Weekly or Daily and end date in the Until field.
  4. Set the frequency:
    a. Enter how often the booking should repeat in the Repeat x times field.
    b. For Weekly, you can also set how many weeks 
  5. Select Load to review each booking in the series.
    • You can edit the pax, duration, service, table (including creating joins) and time for each booking from this screen.
    • Note: the first booking in the series can't be edited here. Change it in the main booking form instead.
  6. Select Done to generate all the bookings in the series.
  7. Enter the customer's details as usual, then select Save. The recurring bookings will now appear in the Diary on each date selected.

If there's no payment attached to the first booking, a Recurring Booking confirmation email or SMS is sent automatically, listing every booking in the series. This doesn't include an edit link, so customers will need to contact the venue directly to make changes.

If a payment is attached, the confirmation won't be sent until that payment is made. All later emails for the individual bookings (confirmations, reminders) allow the customer to edit, confirm or cancel, depending on your venue's settings.

Identifying recurring bookings

  • A recurring symbol appears next to the customer's name when you open a booking that's part of a series.
  • The same symbol also shows in the Method column of the runsheet.

Manage a recurring series

  1. Open a booking that's part of a series. The Recurring Bookings tab will show how many bookings are in the series.
  2. Select the Recurring Bookings tab to see the full list.
  3. Select Open on any booking in the list to view or edit it — you can add payments or change details like pax, table or service from here.

Cancel bookings in a series

  1. Open a booking that's part of a series and go to the Recurring Bookings tab.
  2. Tick the checkbox next to each booking you want to cancel.
  3. Select Cancel.
    • Note: the booking you currently have open can't be cancelled this way — change its status directly before saving instead.
  4. Select Save.

How recurring bookings interact with your venue's rules

Recurring bookings still follow all your other Diary settings — table availability, blockouts, events and private functions, max occupancy, and any max pax, bookings or covers limits you've set per interval.

If a booking in the series breaks one of these rules, you'll see a warning message and a red cross next to that booking. You can choose a different service, timeslot or table at this point. If you ignore the warning without changing anything, that booking simply won't be created.

What triggers a warning:

  • Table availability - the table isn't free for that date.
  • Blockouts - the date and timeslot fall within a blockout.
  • Events or private functions - the date and timeslot clash with a scheduled event. Note: if you select an event when creating the original booking, the recurring booking option won't be available at all.
  • Max occupancy - the booking would take the venue over its occupancy limit.
  • Max bookings per interval - the booking would exceed the number of bookings allowed in that interval.
  • Max covers per interval - the booking would exceed the number of covers allowed in that interval.
  • Custom pax per interval - the booking would exceed a custom pax rule set for that interval.