How to Use Repeat Appointments (Recurring Scheduling) in Sensa Booking

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1. Introduction

This article explains how to use Repeat Appointment (Recurring Scheduling) in:

  • Sensa Calendar (for owners/admins & staff)
  • Sensa Booking (for clients, web & app)

You’ll learn how to:

  • Create recurring appointments (daily, weekly, monthly, custom)
  • Preview future recurring appointments
  • Edit or update a repeating series safely
  • Cancel single appointments and understand what happens to the rest of the series
  • Understand late cancellation fees for repeated bookings

2. Version Support

This guide applies to the updated Repeat Appointment feature available on:

  • Sensa Calendar (Owner/Admin – Web)
  • Sensa Booking Online (Client – Web)
  • Sensa Booking App (Client – iOS & Android)

If you don’t see the Repeat options described here, please contact your system administrator or BLogic Support to confirm your version.

Table of Contents

    3. Understanding Repeat Appointments

    Repeat Appointment allows you to schedule a series of bookings automatically instead of creating each one manually.

    Typical examples:

    • A client comes every Tuesday at 10:00 AM for 4 weeks
    • A membership client books monthly on the 1st of each month
    • A training package runs every day for 5 days

    Key concepts:

    • Frequency: how often it repeats (every day, every week, every month, custom)
    • Ends: when the series stops (after N times, or up to a specific date)
    • Series: the whole group of appointments created from one repeat rule
    • Occurrence: a single appointment inside that series

    Note: Stores may limit how far into the future clients can book (for example, “no more than X months ahead”), so the number of generated appointments may be capped.

    4. Using Repeat Appointments in Sensa Calendar (Owner/Admin)

    4.1 Create a repeating appointment

    1. Open Sensa Calendar (Dashboard – Owner/Admin view).
    2. Click on a time slot or use New Appointment.
    3. Fill in the basic details:
      • Client
      • Staff
      • Services
      • Date & Time
    4. Turn on the Repeat toggle.
    5. Configure Frequency:
      • Every day
      • Every week
      • Every month
      • Custom
        • Enter: Every [number] [Day/Week/Month] (e.g. “Every 2 weeks”).
    6. Configure Ends:
      • After [N] times (e.g. after 5 appointments)
      • Specific date (end on a chosen day)
    7. Click Save.
      • The system creates all future appointments in the series.
      • On the calendar, recurring appointments are marked with a repeat icon.

    4.2 Preview future repeating appointments

    Before saving, or when editing, you may see a link such as:

    • “See All Appointments”
    1. Click See All Appointments.
    2. A Future Repeating Appointments dialog will show a list of all generated appointments.
    3. Each line will show:
      • Date and time
      • Staff
      • Services
      • Available or Unavailable badge (if there’s a conflict)
    4. If some appointments are Unavailable, a message may be shown like: “Your repeat appointments overlap with another one. Please change the schedule to avoid the conflict.”

    Adjust your Frequency/Ends until the schedule is valid, then save.

    4.3 Edit a repeating appointment

    When you open one appointment that belongs to a repeat series and change core details (time, staff, services), Sensa will ask how you want to apply the update.

    1. Open an existing repeating appointment in Sensa Calendar.
    2. Make your changes:
      • Change services
      • Change staff
      • Change date/time, etc.
      • Change note
    3. Click Save.
    4. A dialog will appear:
      • Update this appointment only
      • Update all upcoming appointments
    5. Read the hints carefully (important behaviors):
      • Completed/Checked-out appointments are skipped “When applying ‘Update all upcoming’, any appointments in the series that are already Completed/Checked-out will be skipped and will not be updated.”
      • Status changes are local to the appointment you’re editing If you changed status (for example, marking this appointment as Checked-in or Completed) and also updated services, you will see a note such as: “When applying ‘Update all upcoming’, the status change is applied only to the appointment being edited. All other repeated appointments in the series will be reset to the ‘Confirmed’ status.”
    6. Choose how to apply:
      • Update this appointment only
        • Only this appointment is updated.
        • Other appointments in the series keep their current services/time.
      • Update all upcoming appointments
        • Applies the updated services/time/staff to future active appointments in the series.
        • Appointments that are already Completed/Checked-out are not changed.
        • Cancelled or No-show appointments are also not updated.

    ⚠️ Important: Status (Booked/Confirmed/Checked-in/Completed) should not be mass-updated using repeat. Each occurrence keeps its own status unless you explicitly open and change it.

    4.4 Cancel a repeating appointment (Cancel this vs Cancel all)

    From Sensa Calendar, staff can cancel one occurrence or all upcoming appointments in the series.

    1. Open a repeating appointment in Sensa Calendar.
    2. Click Cancel Appointment.
    3. If this appointment is part of a series, a dialog appears:
      • Cancel this appointment only
      • Cancel all upcoming appointments
    4. Choose one:
      • Cancel this appointment only
        • Only this appointment will be cancelled.
        • Other upcoming appointments in the series remain as scheduled.
      • Cancel all upcoming appointments
        • Cancels this appointment and all future appointments in the series from this point forward.
        • A summary of affected appointments may be shown to confirm.
    5. Confirm the cancellation.

    Depending on your settings, the client and/or store may receive email, SMS, or notification that clearly states if only one appointment or the entire series has been cancelled.

    ⚠️ Warning: If your store has a late cancellation fee policy, cancelling close to the appointment time (especially “Cancel all”) may apply cancellation fees to multiple appointments. Always review the confirmation dialog before you confirm.

    5. Using Repeat Appointments in Sensa Booking (Client – Web & App)

    5.1 Book a repeating appointment online

    The experience is similar on Sensa Booking Online (web) and Sensa Booking App.

    1. Open the Sensa Booking page or app for your store.
    2. Choose:
      • Location (if applicable)
      • Service
      • Staff (optional)
      • Date & Time for the first appointment.
    3. Proceed through the normal booking steps until you reach the Review & Confirm screen.
    4. Look for the Repeat section or toggle:
      • Turn Repeat ON to set up a recurring schedule.
    5. Choose:
      • Frequency (Every day / Every week / Every month / Custom)
      • Ends (After N times / Specific date)
    6. Click See All Appointments (if available) to preview all generated appointments, including Availability.
    7. Review the details and tap Book.

    You’ll receive confirmation as usual (email/SMS), and future appointments in the series will be created according to the rule.

    5.2 View and manage your upcoming repeated appointments

    1. Log in to Sensa Booking (web or app).
    2. Go to Upcoming Appointments or similar.
    3. Repeating appointments will appear as individual bookings, one per date/time.
      • Some stores may show a small repeat icon or text to indicate a recurring schedule.
    4. Tap/click on any appointment to view:
      • Date & time
      • Staff
      • Services
      • Location
      • Store policies (including cancellation rules)

    5.3 Cancel a repeating appointment as a client

    On the client side, you can cancel one appointment at a time. You cannot cancel the entire series in one click from Sensa Booking. This is to avoid accidentally cancelling all your future visits.

    1. Open Sensa Booking (web or app).
    2. Go to Upcoming Appointments.
    3. Select the specific appointment you want to cancel.
    4. Tap Cancel.
    5. If your cancellation is close to the appointment time, you may see a Late Cancellation dialog:
      • This explains whether a cancellation fee will be charged (e.g. a percentage of the service or a fixed amount).
    6. If the appointment is part of a repeat series and there are more upcoming appointments, you may see a warning such as: “You still have 4 appointments remaining in this series. Please review carefully, or contact the store if you need help cancelling the entire series.”
    7. Confirm the cancellation.

    Only that single appointment will be cancelled. Your other future appointments in the series will remain booked.

    ✅ Tip:
    If you want to change or cancel the entire series (for example, you’re moving to a new city), please contact the store directly. Staff can cancel or adjust the whole series for you from Sensa Calendar.

    6. FAQ

    1. What’s the difference between “Update this appointment only” and “Update all upcoming appointments”?

    • Update this appointment only changes just the appointment you opened.
    • Update all upcoming appointments applies changes (services, time, staff, etc.) to all future active appointments in the same series.
    • Completed/Checked-out appointments are never updated by “Update all upcoming”.

    2. Why didn’t all of my repeating appointments change after I clicked “Update all upcoming”?

    Common reasons:

    • Some appointments in the series are already Completed/Checked-out, Cancelled, or No-show → they are skipped.
    • There may be limits on how far into the future appointments can be updated or created.
    • Status changes only apply to the appointment you’re editing; other appointments may be reset to Confirmed instead of copying your new status.

    3. As a client, why can’t I cancel the entire series at once?

    For safety and to prevent accidental mass cancellation, Sensa Booking only allows clients to cancel one appointment at a time.

    If you need to cancel or change the entire series, please contact the store. Staff can handle series-level changes from Sensa Calendar.

    4. Will I be charged if I cancel a repeating appointment?

    That depends on the store’s cancellation policy:

    • Some stores charge a fee if you cancel too close to the appointment time (for example, within 24 hours).
    • If a fee applies, a Late Cancellation screen will show the amount before you confirm.
    • If you are unsure, contact the store directly.

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