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How to View Appointment History and Manage Recurring Sessions

Check a client's appointment history and learn how to schedule or cancel recurring sessions. Ideal for follow-ups, retention, and booking automation.

Steps to schedule recurring appointments

  1. Go to New Appointment from the calendar.
  2. Select the contact, service, staff member, date, and time.
  3. If the client has active memberships, you can use one for this session. If not, add one first.
  4. Once the membership is active, the Recurring option will appear.
  5. Enable it to make this appointment repeat automatically (e.g. every Friday).
  6. Save the appointment.

How to cancel a recurring appointment

  1. Open any appointment in the series.
  2. Click on Cancel Recurrence.
  3. This will cancel that session and all future ones in the series.

How to view appointment history

Option 1: From the calendar

  1. Go to the Appointments tab.
  2. Switch to Week, 3-day, or Day view depending on what you want to check.
  3. Only scheduled appointments will be shown (not general classes).

Option 2: From reports

  1. Go to Analytics → Reports.
  2. Open the report called Appointment Bookings.
  3. You will see all booked sessions with details like date, client, email, and staff member.

 

Frequently Asked Questions

▶ Can I edit just one appointment in a recurring series? Yes. From the calendar, click on the appointment you want to modify, then click Edit in the side panel to update the date, time, or assigned staff. The rest of the series will not be affected.

▶ What happens if I cancel only one session, not the full series? Only that session is cancelled. The remaining appointments in the series stay active and scheduled as normal.

▶ Can I view past appointments for inactive clients? Yes. Appointment history is available from the Appointment Bookings report regardless of the client's current status.

▶ Do cancelled appointments show up in the history? Yes. The report includes appointments with all statuses, including cancelled ones.

▶ What filters can I use in the appointment booking report? You can filter by date, client, email, and staff member from the Appointment Bookings report under Analytics → Reports.