How to Set Up Recurring Bookings

Set Up Recurring Bookings

Book a weekly league, a termly class, or a monthly committee slot once and let it repeat — including how to end a series and cancel one properly.

Jordan EllisFacility Operations LeadLast updated October 17, 2026

Recurring bookings are how a season of fixtures or a term of classes gets into the calendar without anyone typing the same booking forty times. Set the pattern once and the occurrences are generated for you.

Create a series

Start a booking as normal, then turn on repeating and choose how often it happens.

Daily — every weekday, every weekend day, or every N days
Weekly — every N weeks, on the days of the week you pick
Monthly — on a date each month, or on the first, second, third, fourth, or last given weekday
Yearly — on a date each year, or on a given weekday of a given month

Monthly by week-of-month is the setting most facilities actually want for a committee or club night: "the first Tuesday of every month" keeps working when the dates move, where "the 3rd of every month" drifts across the week.

Decide when it stops

Every series needs an end. You can set either:

An end date — the series stops after that day
A number of occurrences — the series stops after that many bookings

Pick the one that matches how you sold it. A twelve-week course is a number of occurrences; a season that ends when the hall closes for summer is an end date.

Check the summary before you save

The form shows the pattern back to you in plain English before you commit. Read it. "Every 2 weeks on Tuesday, after 12 occurrences" is much easier to sanity-check than the fields that produced it, and it is the last point at which a mistake is cheap.

Managing a series afterwards

Occurrences from a repeating booking belong to a booking group, so you can act on the whole series rather than one date at a time. When you cancel, you are asked whether you mean this occurrence or the entire group — cancelling a single week off does not lose the rest of the season.

Future occurrences are generated on an ongoing basis rather than all at once, so a long-running series does not fill your calendar years ahead.

If a series is not generating

Check the series has not passed its end date or its occurrence count
Check the venue is still active and its operating hours still cover the slot
Check the pattern is still active rather than paused or cancelled

FAQs

Can I cancel one week of a recurring booking without losing the rest?

Yes. When you cancel, you choose whether it applies to that occurrence or to the whole group. Cancelling one date leaves the rest of the series in place.

Can a recurring booking run forever?

The booking form asks for either an end date or a number of occurrences, so every series you create from the calendar has a defined end. Set a far-off end date for something open-ended and extend it when you get there.

Can I repeat a booking across several courts at once?

Yes. Select the venues on the booking and set the repeat pattern — each occurrence covers the same set of spaces, which is what a league night usually needs.

Do people get an email for every occurrence?

A recurring series sends one notification when it is created rather than one per date, so setting up a season does not flood anyone’s inbox. Reminders before each booking are controlled separately.

Next steps

Set Operating Hours and Booking Rules
Opening hours, minimum and maximum durations, time increments, buffers, and overlapping bookings — the settings that prevent bad bookings automatically.
Create and Manage Bookings
Take a booking from the calendar, across more than one space at once, with pricing worked out as you go — then edit or cancel it later.
Approve or Reject Booking Requests
Turn on approval so nothing is confirmed until you say so, then work the pending queue — including bulk approving and rejecting with a reason.