Scheduling regular appointments can be tedious and time-consuming. With SafeTalk’s repeating sessions feature, you can create a full series of appointments in just a few clicks instead of manually creating every session one by one.
Simply fill in the session details once, choose how often the sessions should repeat, and SafeTalk will handle the rest.
You can create repeating sessions with a package attached, or as standalone sessions (without a package) depending on your workflow and billing setup.
Creating a Repeating Session
Repeating sessions can be created through three entry points:
Both options open the same session creation popup and follow the same workflow.
Creating a Repeating Session via Calendar
- Go to My Calendar
- You can either
- Click anywhere in the calendar
- Select from your available booking slots shown in the calendar
- Or click the New Appointment button
- Fill in the session details:
- Client
- Service
- Date & time
- Location
- Click Advanced Options
- Enable Repeating Session
Once enabled, additional options will appear:
- Repeat mode:
- Daily
- Weekly
- Bi-weekly
- Monthly
- Session limit options:
- Limit sessions to current package
- Or set a custom end date
Session Preview & Availability
When repeating sessions are enabled, SafeTalk generates a full preview before creation.
You will see:
- Total number of sessions to be booked
- Number of available sessions
- A table containing:
- Session number
- Date
- Time
- Availability status
A Check Availability button is also available to revalidate all sessions before confirming. This ensures all slots are still valid before booking.
Editing or Removing Sessions
Each session in the preview table includes:
- Edit (pencil icon)
- Delete
You can:
- Change date and/or time if a slot is unavailable
- Remove specific sessions before confirming
Important Note About the First Session
The first session cannot be edited from the preview table.
To modify it, you must edit it directly from the original session form, as all subsequent sessions depend on it for calculation.
Limit Sessions to Current Package
This option controls how far sessions are generated.
If enabled
- Sessions are limited to the current package only
- Example: a 6-session package will only generate 6 sessions
If disabled
- Sessions continue until a selected end date
- SafeTalk will automatically assign additional packages and generate invoices if required
Example:
- 6-session package
- 15 sessions generated total
- SafeTalk will allocate:
- 3 packages total
- 2 fully used (12 sessions)
- 1 partially used (3 sessions remaining)
Important Things to Consider
Repeating sessions are fully compatible with SafeTalk’s billing and package system, but payment behaviour depends on your service payment settings and how the booking is created.
This section applies when:
- A package is selected during booking, AND
- Limit sessions to current package is unchecked, AND
- Repeating sessions are generated beyond the package limit using a custom end date
If these conditions are not met, billing follows either standard session rules or package-limited behaviour.
How unpaid sessions are handled
If invoices are not paid by their due date, SafeTalk will apply the rule defined in your system settings.
This is configured under your service settings and determines how SafeTalk handles unpaid appointments:
- None
- No automatic action is taken
- Sessions remain active even if unpaid
- Cancel
- Unpaid sessions will be automatically cancelled
- Future linked sessions may also be affected depending on package structure
- Delete
- Unpaid sessions will be permanently deleted
- This action cannot be reversed
For full details on how these rules behave in practice, refer to:
How to Automatically Cancel or Delete Unpaid Appointments on SafeTalk
How invoice due dates work (Upon Package Purchase)
When Payment due type = Upon Package Purchase, the entire package is billed immediately at the time of booking, and all generated invoices follow the same due date rule.
Example scenario
- Payment due type: Upon Package Purchase
- Payment due in: 3 days
- Package is selected during booking
- Repeating sessions are generated beyond the package limit
- Limit sessions to current package is unchecked
You create the booking today (Day 0).
In this case:
- All invoices created from the repeating sessions are generated immediately
- Every invoice shares the same exact due date
- That due date is 3 days from the booking time
- This applies even if sessions are scheduled weeks or months into the future
What this means in practice
Even if your repeating sessions span a long period:
- All invoices expire together (3 days from booking)
- If unpaid, multiple future sessions may be affected at once
- This can impact all linked sessions depending on your automatic rules
Why this matters for repeating sessions
When the above conditions are met:
- Repeating sessions can generate a large number of future appointments
- All invoices may share the same payment deadline
- A single unpaid package can affect multiple future sessions
- This only occurs when sessions extend beyond the selected package limit
Recommended setup
To avoid unintended cancellations:
- Use Upon Package Purchase only when immediate full-package billing is intended
- Be cautious when combining it with:
- Repeating sessions
- Custom end dates
- Unchecked “Limit sessions to current package”
- Consider Before Session Date or After Session Date for more flexible billing over long-term schedules
- Always review automatic unpaid appointment rules
Creating a Repeating Session via Room Calendar
- Click on Management on the sidebar
- Select Rooms from the top navigation
- Click on Calendar Icon on desired room
- Open Create Sessions by either:
- Click on any available room slot
- Click on New Appointment
- Fill in the session details:
- Client
- Service
- Date & time
- Location / Room
- Click Advanced Options
- Enable Repeating Session
- Follow the same repeating session steps as above
Creating a Repeating Session via Quick Create
- Open Quick Create using either:
- Click the ➕ Plus button at the bottom right
- Cmd + K (Mac) / Ctrl + K (Windows)
- Select Quick Create
- The session creation popup will open (same as calendar flow)
- Fill in the session details:
- Client
- Service
- Date & time
- Location
- Click Advanced Options
- Enable Repeating Session
- Follow the same repeating session steps as above
Final Note
Repeating sessions simplify long-term scheduling by automating session creation while still giving full control over availability, editing, and billing structure.
SafeTalk allows flexible scheduling for both single bookings and structured recurring plans, while ensuring billing rules remain consistent and configurable per service setup.
