How to Set Up Recurring Private Sessions

Supporters and admins can book a private (1:1) session that repeats on a schedule, such as a weekly check-in with the same member. This article covers booking a series, how the member responds, and editing or cancelling a series once it is running.

Who can do this?

Supporters: can book a recurring series with a member in their program, and edit or cancel it
Program Admins: can create a recurring series on behalf of a member and supporter, and edit or cancel any series in their program
Owners: can do everything a Program Admin can, across the organisation
Support Admins: depends on the permissions your organisation has given them
Members: cannot book a recurring series. They can accept or decline its sessions, and can cancel the series

Recurring private sessions need to be switched on for your organisation and allowed in the program. See What are Recurring Sessions?

How a supporter books a recurring session

Go to Sessions and select Book session
Choose the Program, then choose Book a future session
Choose the Member, Location and Duration
On the Schedule step, pick the date and time of the first session
On the Repeats step, choose how often the session repeats and when the series ends
Check the Repeats row on the Confirm step, then select Confirm Booking

The member receives one request for the whole series. Sessions for about the next month are created straight away as requests, and the rest are created closer to their date.

How an admin creates a recurring session

Go to Admin > Users, open the options menu on the member's row and select Create a session. You can also select Create a session on the member's profile, or Create session in Admin > Sessions
Choose the program, then Book a future session
Choose the supporter, location and duration, then pick the date and time of the first session
Set the schedule on the Repeats step
Select Confirm Booking

When an admin creates the series, every session is accepted from the start. Neither the member nor the supporter needs to respond, and both receive one notification for the series.

Setting the schedule

The Repeats step opens on Does not repeat. Choose a pattern to turn the session into a series.

Repeat: Daily, Weekly, Bi-weekly or Monthly
Days: for Weekly and Bi-weekly, choose one or more days under On days. For Daily, use Exclude days to skip days such as weekends
Monthly options: the same date each month, or the same day each month (for example, the 3rd Wednesday)
Ends: after a set number of occurrences (up to 365), on a chosen date, or Never

A preview under the builder lists the upcoming dates and the total number of sessions, for example "10 sessions in total, the last on 8 Dec 2026".

How the member responds

The member can answer each session on its own, or answer the whole series at once.

From a session: selecting Accept or Decline asks whether to apply it to This session only or All sessions in the series
From the series page: Accept all accepts every session, including ones not yet scheduled. Decline all stops the series, including any sessions already accepted

If the first session ends before the member has answered anything, the whole series is declined automatically and the supporter is told their recurring session request was declined. Once the member has answered, any later session left unanswered is declined automatically when it ends, just like a one-off request.

Editing a recurring session

To change one session, or this session and every later one:

Open the session, then open its options menu and select Modify session
Make your changes and save
Choose This session only or This and following sessions, then Continue

Changing the date or time of a single session applies to that session only. To move every session, edit the series.

To change the whole series:

Open the series page from the Repeats badge
Select Edit series
Update the schedule or session details, then select Save changes

Past sessions are never changed. The other person receives one notification that the series has changed.

Admins can also change a single session from Admin > Sessions using Edit session.

Cancelling a recurring session

To cancel one session: open the session, select Cancel session from its options menu, then choose This session only. The rest of the series carries on.

To stop the series from a session onwards: choose This and following sessions instead. Earlier sessions are not affected.

To stop the whole series: open the series page and select Cancel series. Every session still to come is cancelled.

Cancelled sessions stay on the series page marked as cancelled, and the remaining sessions keep their numbers.

Good to know

A session can only be set to repeat when it is first booked. An existing session cannot be turned into a series
Recurring sessions are not available when logging a past session
Only the first session is checked against the supporter's availability. Later sessions are booked on the schedule regardless
If the member or supporter leaves the program, the series stops and the remaining sessions are cancelled with the reason "One of you is no longer in the program"
Ending the connection between a member and supporter does not stop a series
Each session appears in connected calendars and has its own video room
Suggest another time is not available on recurring sessions
The morning "What's on today" email includes recurring sessions, the same as one-off sessions

Tips

Encourage members to use Accept all if they plan to attend every session, so nothing is left waiting
Choose an end date that matches the teaching period, rather than Never, so a series does not run past the end of semester
Use This session only for one-off changes such as a different room, and Edit series for lasting changes such as a new time
Check the preview before confirming, especially across public holidays and mid-semester breaks