Recurring appointments are essential for enhancing a client's experience and fostering a sense of success in their care. They establish accountability by providing a structured plan that helps clients recognize the commitment needed and build on their progress.
Create a recurring appointment series
Video Walkthrough:
🎥 To watch this video with closed captions enabled, hover over the video and select the CC icon in the bottom right.
Written walkthrough:
To create a recurring appointment series:
Navigate to Appointments in your provider portal.
Select Add > New appointment in the upper right.
Select the client you would like to schedule appointments with.
Select the future starting date and time of the recurring appointment.
Select the cadence and commitment of the recurring appointment using the drop-down menus to customize your selections.
If you offer both virtual and in-person sessions, please select a location for the appointment.
Select the Schedule button to add the appointments to your calendar and to notify the client. The notification message enables the client to add this information to their calendar. If they opt not to, the client will still receive appointment reminders.
NOTE: A recurring appointment cannot be split between multiple locations. To switch between the two location types, you must create separate recurring appointment sets that alternate or overlap.
Edit or reschedule appointments from a recurring series
🛠️ Feature notice: The Grow team is actively working on enhancing the recurring event editing features. This is a phased rollout, so your view might differ from the walkthrough below. We expect everyone to have access by the end of March. Please contact support if you have any questions, and our team will gladly assist.
If you've created a recurring appointment series and need to modify its details, you can edit the series instead of canceling it.
Video walkthrough
🎥 To watch this video with closed captions enabled, hover over the video and select the CC icon in the bottom right.
Edit or reschedule future appointments of a recurring series
Navigate to Appointments in your provider portal. The following steps are completed through the List view of your appointments.
Locate and select the desired appointment from the recurring series. Recurring series will have the "repeats" 🔁 icon to indicate a recurring set of appointments.
On the "Appointment Details" screen, select Actions > Reschedule in the upper right.
Select "Change appointment details" from the pop-out menu.
Update the appointment series' details, including start time, duration, cadence, and location (virtual or in-person). Make sure to select Save changes to update the series.
Select "Only this event" or "This and all following events" before saving. A notification concerning the change will be sent to the related client.
Cancel recurring appointments
Cancel a single appointment
To cancel a single appointment from a recurring series:
Navigate to Appointments in your provider portal. Both the List and Calendar views will allow you to cancel a single appointment from a recurring series. The following is a walkthrough of the List view.
Find and choose the appointment you want to cancel from your upcoming appointments.
On the "Appointment Details" screen, select Actions > Cancel appointment in the upper right.
A cancellation form will load in a new tab. Fill out the form and select the Cancel appointment option.
The related client will receive a notification concerning the cancellation.
Cancel all future appointments
🌟 NOTE: Canceling a recurring appointment set will only be counted as one provider cancellation under the cancellation policy.
To cancel all future appointments in a recurring series:
Navigate to Appointments. Ensure you are in Calendar view to cancel the entire series.
Locate the desired appointment from the recurring series you want to edit. Select the appointment on the calendar and select Edit appointment from the pop-out sidebar menu.
This action will prompt an additional pop-out menu where you can select the Cancel appointment option. Choose "This and all following events" and select Cancel appointment.
A cancellation form will load in a new tab. Fill out the form and select the Cancel appointment option to submit the cancellation. The related client will receive a notification concerning the cancellation(s).