Recurring appointments

A recurring appointment books the same services, provider and time on a schedule, like every 4 weeks. Lilo books the visits ahead, so the client keeps their spot. The visits together are called a series.

Set up a recurring appointmentCopy Anchor Link

1. Book the first visit as usual. Book an appointment has the steps.
2. On the last step, select Repeat this appointment.
3. Under Repeats, select how often:
   • Every week or Every 2 weeks.
   • Monthly, then select the same date each month (like the 5th) or the same weekday (like the 1st Thursday).
   • Custom, then enter a number and choose weeks or months, like every 6 weeks. The most is 52 weeks or 12 months.
4. Under Ends, select when the series stops:
   • After a number of visits, from 2 to 52.
   • On a date, up to 12 months away.
   • No end date.
5. Check the first dates under Dates. Lilo checks every date for conflicts.
6. If any date has a conflict, choose a Fix for it. See Fix dates that clash below.
7. Select Create Series. You'll see how many appointments Lilo booked.

Walk-ins can't repeat. In the Lilo app, you can't set up or manage a series. Use Lilo on the web.

Fix dates that clashCopy Anchor Link

If some dates don't work, Lilo shows how many have a conflict, and why. Create Series stays grayed out until each one has a fix. For each date, choose a Fix:

• Skip this date: Lilo doesn't book that visit.
• Reschedule: pick another open time for that visit.
• Different provider: choose someone else who does the same services, for that visit only. It shows when someone else can.
• Book anyway: Lilo books it at the usual time, even though it clashes.

If you skip any dates, the button shows how many, like Create Series (1 skipped).

Open a seriesCopy Anchor Link

1. Open any visit in the series on the Calendar. Its details say Recurring.
2. Select the ⋯ button at the bottom, then choose Manage series.

You can also open it from the client's profile. Select Appointments, then Recurring, then the series.

The series shows how often it repeats, the next visit and how many visits are done. Its status is Active, Paused, Completed or Cancelled. Visits lists the upcoming ones.

Cancel one visitCopy Anchor Link

1. Open the series and select Cancel next to the visit.
2. Choose a Reason, and add a Note if you like.
3. Leave Notify client on to let the client know.
4. Select Cancel visit. The rest of the series carries on.

You can also cancel a visit from the calendar like any other appointment. Change, reschedule, or cancel an appointment has the steps.

If the client already paid toward the visit, Cancellations, no-shows, and deposits explains what happens to the money.

Pause and resume a seriesCopy Anchor Link

1. Open the series and select Pause series.
2. Select Pause series in the box. Lilo cancels the upcoming visits and doesn't tell the client.

To start again:

1. Open the series from the client's profile, and select Resume series….
2. Under Resume from, pick a date up to 12 months away.
3. Select Resume series. Lilo books new visits from that date. The visits you paused stay cancelled.

Cancel a seriesCopy Anchor Link

1. Open the series and select Cancel series.
2. Select Cancel series in the box.

Lilo cancels every upcoming visit and ends the series. You can't undo it. Lilo doesn't tell the client. Past visits stay as they are.

Fix a conflict later onCopy Anchor Link

Things can change after you book, like a provider taking a day off. When a visit no longer fits, the series says how many visits conflict.

1. Open the series and select Review.
2. For each visit, choose a Fix: skip the visit, move it to another time, or cancel the rest of the series. When someone else can do the services, you can also give them the visit.
3. Select Apply fix.

How it worksCopy Anchor Link

• Every visit has the same services, provider, time and location as the first one, unless you fix a date.
• Visits that repeat by the week always land on the first visit's weekday.
• Lilo books every visit when you create the series. With No end date, it books about three months ahead, then adds more once fewer than two months are booked.
• A series has at most 52 visits. A series with no end date stops getting new visits after 52.
• Each visit keeps the prices and lengths from when you set up the series, even visits Lilo adds later.
• Changes to one visit, like a new time, apply to that visit only.
• With Notify client on, the client gets one confirmation, for the first visit. It says how often the appointment repeats. Every visit gets the usual reminders.
• Forms that go out when an appointment is booked are sent once, for the first visit. See Send forms automatically and require them.
• Pausing or cancelling a series doesn't tell the client. Let them know yourself.
• When you resume a series, Lilo books:
  • the rest of its visits, if it ends after a number of visits
  • visits up to its end date, if it ends on a date
  • 12 visits, if it has no end date

• A series doesn't include add-ons. If you chose any, Lilo books every visit without them, including the first.

Common questionsCopy Anchor Link

Why are the visits on a different day than I picked?Copy Anchor Link

Visits follow the first visit's date. Weekly visits land on the same weekday as the first one, whatever you pick under Day. To use another day, book the first visit on that day.

Why does it say it couldn't check these dates?Copy Anchor Link

The end date is more than 12 months away, or a Custom repeat is more than 12 months apart. Choose a closer end date or a shorter gap. If neither applies, check your connection and select Try again.

Can I change the time or services for the whole series?Copy Anchor Link

No. Changes apply to one visit at a time. To change every visit, cancel the series and set up a new one.

Why didn't the client get a confirmation for every visit?Copy Anchor Link

Lilo sends one confirmation, for the first visit, when Notify client is on. It mentions the schedule. Each visit still gets your usual reminders.

Does cancelling one visit cancel the rest?Copy Anchor Link

No. Cancelling a visit only cancels that one. To stop them all, use Cancel series or Pause series.

Why did a series stop adding visits?Copy Anchor Link

A series has at most 52 visits. Lilo also stops adding visits while the series is paused or after it's cancelled. If your business's free trial ended or its subscription was canceled, new visits wait until the account owner subscribes.