Recurring Appointments and the Calendar View: Complete Guide

Ongoing treatment means ongoing appointments: weekly physical therapy, biweekly injections, monthly monitoring visits. This guide walks you through creating those as a single recurring series, managing the visits afterward, and using the calendar view to see how your month fits together.

What You'll Learn

Creating a recurring appointment series with the Repeat option
How conflict detection works across a series
Editing and deleting individual visits or entire series
Switching between list view and calendar view
Exporting appointments to a spreadsheet (premium)
Bulk-deleting appointments you no longer need

Part 1: Creating a Recurring Appointment Series

Step-by-Step

Tap Manual Entry to open the appointment form (recurring appointments are created from the form, not from AI extraction)
Fill in the appointment details as usual: provider, organization, address, date, and time
Set the date and time of the first visit in the series - every other visit is calculated from this one
Find the Repeat option in the form and choose a frequency:
- Daily
- Weekly
- Every 2 weeks
- Monthly
Enter the number of appointments in the series (between 2 and 26)
Tap Save

The app creates every appointment in the series at once. Each visit appears in your appointment log as its own entry with a small repeat indicator showing its position - "3 of 8," for example.

Choosing the Right Count

Count the total number of visits, including the first one. A few common patterns:

Treatment plan	Frequency	Count
PT twice weekly for 4 weeks	Create two weekly series (e.g., Tuesdays and Fridays)	4 each
Allergy shots every 2 weeks for 3 months	Every 2 weeks	7
Monthly INR check for half a year	Monthly	6
Daily radiation for 2 weeks (weekdays)	Daily, then delete the weekend visits	14, minus 4

The maximum of 26 covers six months of weekly visits. For longer treatment plans, create a follow-up series when the first one is winding down - it's also a natural point to re-confirm the schedule with your provider, since long-running standing appointments often shift.

What About Twice-a-Week Schedules?

Repeat frequencies follow a single rhythm, so a Tuesday-and-Friday schedule is two series: one weekly series starting on the first Tuesday, and another starting on the first Friday. Each series tracks its own count and can be deleted independently - handy if your therapist drops the Friday session but keeps Tuesdays.

Conflict Checking Across the Whole Series

Before you save, the app checks every date in the series against your existing appointments - not just the first visit. If any future visit overlaps with something already scheduled, you'll see the standard conflict warning listing what it collides with.

Just like single appointments, you can adjust the time or acknowledge the conflict and save anyway. For a refresher on how conflict warnings work, see the guide to handling scheduling conflicts.

Monthly Series and Month-End Dates

A monthly series repeats on the same day of the month. When a month is too short, the visit lands on the month's last day instead of being skipped: a series starting January 31st continues February 28th, March 31st, April 30th, and so on. If your provider always books "the last Thursday of the month," double-check those dates - day-of-week patterns aren't supported yet.

Part 2: Managing a Series

Each Visit Is Independent

Every appointment in a series is a full, normal appointment. You can:

Edit one visit without affecting the others - if visit 4 moves from 2:00 to 3:30, just edit that appointment
Export any visit to your calendar like any other appointment
Assign the series to a collection - the collection you pick in the form applies to every visit, keeping Mom's weekly PT separate from your own appointments

One thing to know: editing applies to a single visit only. There's no "change the whole series" option yet, so if your standing time changes permanently, the cleanest fix is to delete the remaining visits in the series and create a new series at the new time.

Deleting: One Visit or the Whole Series

When you tap delete on an appointment that belongs to a series, you'll see a choice:

Delete this appointment - removes only that visit (use this when one session is cancelled)
Delete all in series - removes every remaining visit in the series (use this when treatment ends early or the schedule changes)

Appointments that aren't part of a series delete immediately, as before.

Deleting Several Appointments at Once

For cleanup that doesn't follow series lines - say, clearing out old appointments from last year - use Delete Selected:

In list view, tick the checkbox on each appointment you want to remove
Tap the Delete button that appears at the top of the appointment log (it shows how many are selected)
Confirm the deletion

You'll get a confirmation step first, and if anything can't be deleted (for example, a brief connection hiccup), the app tells you exactly how many were removed so nothing slips through silently.

Part 3: The Calendar View

Switching Views

At the top of your appointment log you'll find two small buttons: a list icon and a calendar icon. Tap the calendar icon to switch to the month grid; tap the list icon to switch back. The app remembers your choice for next time.

Selection checkboxes and the export buttons live in list view, so switch back to the list when you want to export or bulk-delete.

Reading the Calendar

Each appointment appears on its day, colored by its collection, so family members are distinguishable at a glance
Busy days show up to three entries, then a "+N more" indicator
On small phone screens, appointments display as colored dots to keep the grid readable
Today is highlighted, and the week starts on the day standard for your region

Working with a Day

Tap any day to open its detail panel below the grid. You'll see every appointment that day with its time and provider, a repeat indicator on series visits, and an edit button that takes you straight to the appointment form.

Use the arrows to move between months and the Today button to jump back to the current month.

When to Use Which View

Calendar view answers planning questions: "How heavy is next month?" "Is there a free week for the procedure?" "Do Thursdays work for a new standing appointment?"
List view is for doing things: selecting appointments, exporting them, bulk deletion, and scanning details like addresses and notes

Part 4: Exporting Appointments to a Spreadsheet (Premium)

Calendar export (ICS files) is the right tool for getting appointments into your calendar app. Spreadsheet export is for when you need a document: a visit log for insurance or taxes, a printed list for a care conference, or a file a family member can sort and filter.

How to Export

Switch to list view
Tick the checkbox on each appointment to include (or use Select All)
Tap the CSV button next to the Download button
Open the downloaded file in Excel, Google Sheets, Numbers, or any spreadsheet app

What's in the File

One row per appointment with these columns: Date, Time, Doctor, Organization, Address, Visit Length (minutes), Notes, Collection. The file is formatted so spreadsheet apps open it correctly, including names and notes written in any language.

Spreadsheet export is a premium feature. If you don't see the CSV button, it's not included in your current plan.

Putting It Together: A Treatment-Plan Example

Maria's mother Rosa starts cardiac rehab: two sessions a week (Tuesday and Friday) for eight weeks, plus a monthly cardiologist check for six months.

Maria's setup:

Creates a weekly series for Tuesdays at 10:00 with a count of 8, in the "Abuela Rosa" collection
Creates a second weekly series for Fridays at 10:00, count 8, same collection
Creates a monthly series for the cardiologist, count 6
While saving the cardiologist series, a conflict warning flags that visit 3 overlaps Sofia's orthodontist appointment - Maria moves the orthodontist visit before it becomes a problem
Switches to calendar view to confirm the rehab weeks aren't colliding with the family's existing commitments

When rehab finishes two weeks early, Maria opens any remaining Tuesday visit, taps delete, and chooses Delete all in series - then does the same for the Friday series. At year-end, she selects all of Rosa's completed appointments and exports a CSV for the family's medical expense records.

Frequently Asked Questions

Can I make an existing appointment recurring? Not directly - the Repeat option appears when creating a new appointment. Create a new series starting from the next visit, then delete the original single appointment.

Can I change the time of an entire series at once? Not yet. Edits apply to one visit at a time. For a permanent schedule change, delete the remaining series and create a new one at the new time.

Do recurring appointments export to my calendar? Yes. Each visit is a normal appointment, so you can select the whole series and export it as an ICS file - each visit becomes its own calendar event.

Why is the maximum 26 appointments? It covers six months of weekly visits while keeping series manageable. Standing appointments beyond that horizon often change anyway; creating a fresh series every few months keeps your calendar matching reality.

Does conflict detection catch conflicts between two series? Yes. Every appointment, recurring or not, is checked against everything already in your log - and new series are checked date by date before they're created.

Can I see other months' appointments in the calendar view? Yes - use the arrows to browse any month, past or future, and the Today button to jump back.

I deleted one visit by mistake. Can I undo it? There's no undo, but you can recreate the single visit manually - it just won't carry the series indicator.