How to Set Up Recurring Appointments in Sparkforge

Sparkforge supports two ways to create recurring appointments: configure recurrence on the calendar so all bookings repeat, or set custom recurrence per appointment in the in-app appointment modal. Custom recurrence overrides the calendar configuration.

Two methods at a glance

Set up recurrence in calendar settings

Configure recurrence rules on the calendar itself. Applies to bookings made via the booking widget or scheduling link, and to appointments created using the Default Date & Time tab in the in-app appointment modal.

Custom recurrence in the appointment modal

Use the Custom Date & Time tab in the in-app appointment modal to set a recurrence rule for that one series. Custom recurrence overrides the calendar configuration. Custom recurrence does not honor availability — slots are booked according to the recurrence rule regardless of actual availability.

Configure calendar-level recurrence

1. Open Calendar Settings and select the calendar.
2. Confirm no date-specific hours are added and only one team member is assigned.
3. Open the Availability tab and toggle on Recurring Meeting.
4. Set the recurrence and save.

Recurrence settings

• Repeat: Daily, Weekly, Monthly, or Custom.
• Times to Repeat: how many occurrences. Maximum is 24.

Handling unavailable slots

• Skip Booking Unavailable Slots — unavailable slots are skipped. Of 10 requested with 3 unavailable, 7 are booked.
• Continue Booking — book the slot anyway. You decide whether overlapping bookings are Confirmed or Unconfirmed.
• Book Next Available Slot — skip unavailable slots and roll forward until the count is met. Of 10 requested with 3 unavailable, the system finds 3 additional available slots so 10 total are booked. If three consecutive slots are unavailable, the system stops looking.

Create a custom recurring appointment in the modal

Default tab

The Default tab uses the calendar's recurrence settings. If the calendar has recurring set up, available recurring slots show. Otherwise only a single slot is shown.

Custom tab

The Custom tab defines a recurrence rule for that one appointment series only — calendar settings and other appointments are not affected. Custom recurrence works regardless of the calendar's recurrence setup, but is not supported for class booking and service calendars.

Custom recurring appointments override default rules and availability checks. The Bulk Edit and Bulk Delete enhancements only apply to custom appointments created in the in-app appointment modal.

Steps

1. Open Create New Appointment and pick the calendar, team member, and contact.
2. In Date and Time, choose Custom.
3. Check Recurring Event.
4. Pick a recurrence pattern from the dropdown or click Custom to define your own rule.
5. Set the recurrence end:
   • Never — recurrence continues indefinitely.
   • On a Specific Date — set an end date.
   • After X Number of Occurrences — stop after the count.
6. Click Create Appointment.

Edit and delete recurring appointments

All recurring instances are linked to the single appointment record. Choose how to apply changes:

• Edit or Delete All Occurrences — applies to every instance.
• Edit or Delete a Specific Occurrence — applies to one instance.
• Edit or Delete Future Occurrences — applies to upcoming instances; past occurrences are unchanged.

Limitations to know

• Custom recurring appointments created via the in-app modal show only the first appointment in Appointment List View, the Contacts tab, and the Conversations tab. Subsequent instances are not individually displayed.
• Workflows trigger only for the first custom recurring appointment. Subsequent custom recurring appointments do not trigger workflows.
• Calendar notifications do not send for custom recurring appointments.
• Service and class booking calendars do not support custom recurring appointments.
• Cancelling or rescheduling a custom recurring appointment via the cancellation/reschedule link or from Contacts/Conversations affects the entire series.
• One meeting link (Zoom, Google Meet, or Microsoft Teams) is generated for the entire series.

Outlook sync limitations

• Appointments created in Sparkforge and synced to Outlook will not sync back if changed in Outlook.
• Frequent deletes in Sparkforge may degrade Outlook sync.