How to Set Up a Recurring Scheduler Service in PhotoBiz

Overview

A Recurring Scheduler service allows clients to book appointments using an ongoing weekly schedule. This service type works well for consultations, portrait sessions, ordering appointments, studio rentals, and other services you offer regularly.

Recurring services automatically use the global Hours of Operation configured in your Scheduler. You can apply a Limited Schedule when one service needs different weekly availability.

This guide walks you through creating a recurring service, reviewing its additional settings, and adding it to your website. For mini-sessions, seasonal events, or services offered only on selected dates, see How to Set Up Mini-Sessions Using Custom Dates

Prerequisites

Before creating your service, review the following requirements:

Confirm that the correct time zone is selected in your PhotoBiz account.
Set your Scheduler Hours of Operation if the service will follow your general weekly availability.
Connect an active merchant account through the ECommerce Dashboard if clients must pay while booking.
Configure your sales tax settings before enabling CHARGE TAX for the service.

STEP ONE

This opens the Scheduler Dashboard, where you can manage your services, appointments, availability, policies, Time Off, and other booking settings.

STEP TWO

Click SERVICES at the top of the Scheduler Dashboard.

The Services section displays your existing Scheduler services and service categories.

STEP THREE

Click NEW SERVICE.

A menu will open on the right side of the screen where you can select the type of service you want to create.

STEP FOUR

Select RECURRING as the SERVICE TYPE.

A Recurring service uses an ongoing weekly schedule based on your global Scheduler Hours of Operation. Select CUSTOM DATES instead when clients should only be able to book the service on specific calendar dates.

Choose the Service Type carefully. You cannot change a Recurring service to Custom Dates or change a Custom Dates service to Recurring after creating it. You must create a new service if you need to use a different Service Type.

Click NEXT to continue.

STEP FIVE

Enter a clear SERVICE NAME and DESCRIPTION that explain what clients are booking and what the appointment includes. Both fields will be visible to clients on your Scheduler page.

Set the SERVICE DURATION to the total amount of time reserved for each appointment. Scheduler supports durations from 15 minutes to 1440 minutes. The duration also controls the interval between the available appointment start times shown to clients.

Enter the PRICE. Enable CHARGE TAX when the service is taxable and your sales tax settings have already been configured.

Under ACTIVE, select Yes, for booking only to accept appointments without collecting payment. Select Yes, for booking and payment to collect payment during checkout. Select No to keep the service unavailable to clients.

Click CREATE SERVICE.

After the service is created, it will open in the right-side editing menu. Your new recurring service will automatically use your global Scheduler Hours of Operation.

FINAL STEP

Review the service in the right-side editing menu and configure any additional settings that apply to your booking workflow.

After making changes, click SAVE CHANGES.

To display the service on your website, click WEBSITE in the left-side menu and open the page where clients should book. Add a Scheduler Block or open an existing Scheduler Block, then configure the block to display your new service.

Click Save in the Website Builder to apply your updates. There is no separate publish button.

Open the client-facing page and complete a test booking when possible. Confirm that the service displays the correct appointment times, duration, price, payment options, instructions, and confirmation information.

For complete website setup instructions, see How to Link the Scheduler To Your Website.

Customize Your Recurring Service

After creating your service, the right-side editing menu gives you access to additional settings. You do not need to configure every section. Use the settings that apply to the service and client experience you want to create.

Details

Use DETAILS to update the following service information:

Service name
Description
Service duration
Price
Charge Tax setting
Active status

The SERVICE DURATION controls how much time is reserved and how frequently available start times appear. For example, a 30-minute service displays appointment start times in 30-minute intervals.

Click SAVE CHANGES after updating the service details.

Image

Use IMAGE to add a photo or graphic that represents the service.

A relevant image can help clients recognize and understand the service when viewing it in a Scheduler Block. Use a professional image that clearly relates to the appointment or session you offer.

See How to Add an Image to a Scheduler Service for complete instructions.

Options

Use OPTIONS to offer additional choices with the service.

Depending on your workflow, options may allow clients to select upgrades, add-ons, locations, products, or additional appointment time. Options can be included at no additional cost or added to the booking price.

See How to Add Options to a Scheduler Service for complete instructions.

Availability

Recurring services use your global Scheduler Hours of Operation by default. You do not need to change the AVAILABILITY settings when the service should use the same weekly availability as your other recurring services.

Use AVAILABILITY only when this service needs different weekly hours. Change LIMIT AVAILABILITY from NO (Default) to LIMITED SCHEDULE, then enter the days and times when clients can book the service.

A Limited Schedule overrides the global Hours of Operation for that service only. For example, your global Hours of Operation may be Monday through Friday, while a specific consultation service is only available on Tuesdays and Thursdays.

See How to Create a Limited Schedule for a Recurring Scheduler Service for complete instructions.

Time Off

Use TIME OFF to block specific dates or times when the service should not be available.

Time Off can be used for:

Vacations
Holidays
Personal appointments
Studio closures
Other scheduling conflicts

You can apply Time Off to one service or multiple services. For days when you are regularly unavailable each week, update your global Hours of Operation or the service’s Limited Schedule instead.

See How to Set Time Off in the Scheduler for complete instructions.

Instructions

Use INSTRUCTIONS to request information from clients during the booking process.

You can ask clients for details such as:

Number of participants
Session goals
Accessibility needs
Other information required before the appointment

Keep instructions clear and only request information that is necessary for the service.

See How to Add Instructions to a Scheduler Service for complete instructions.

Thank You

Use THANK YOU to customize what clients see after completing their booking.

You can update the confirmation message and add email addresses that should receive booking notifications. Use this section to confirm the appointment and explain what the client should expect next.

See How to Customize the Scheduler Thank You Message for complete instructions.

Email Automation

Use EMAIL AUTOMATION to send scheduled messages related to an appointment.

Email automations can be used for:

Appointment reminders
Session preparation instructions
Directions or parking information
Rescheduling policies
Follow-up messages

See How to Enable Appointment Reminder Email Automations for complete instructions.

SEO & Search

Use SEO & SEARCH to customize the search information associated with the service.

These settings can help search engines understand the service. They do not control whether the service appears in a Scheduler Block on your website.

How Recurring Availability Works

A Recurring service generates available appointment times from an ongoing weekly schedule.

By default, the service uses the global Hours of Operation configured under AVAILABILITY in the Scheduler Dashboard. You only need to create a Limited Schedule when one service should use different weekly hours.

The SERVICE DURATION determines the interval between available appointment start times. For example, a 15-minute duration creates start times in 15-minute intervals, while a 60-minute duration creates start times in 60-minute intervals.

Scheduler Policies can also affect which times clients can select. For example, the appointment lead time controls how much advance notice a client must provide before booking.

Existing appointments and Time Off entries may also remove times that would otherwise be available.

When an Appointment Becomes Reserved

Selecting an appointment time does not immediately reserve it.

For a service set to Yes, for booking and payment, the time remains available until the client completes checkout and submits payment. The first client to complete payment reserves the appointment.

For a service set to Yes, for booking only, the time remains available until the client reviews the booking cart and clicks BOOK NOW.

After the booking is completed, Scheduler removes that appointment time from the options shown to other visitors.

Blocking Specific Dates or Times

Use TIME OFF when you need to prevent bookings on a specific date or during a temporary period, such as a vacation, holiday, appointment, or studio closure.

You can apply a Time Off entry to all Scheduler services or select specific services. For days when you are regularly closed each week, update your Hours of Operation or Limited Schedule instead.

See How to Set Time Off in the Scheduler for complete instructions.

Troubleshooting and FAQs

Why are no appointment times appearing?

Confirm that the service’s ACTIVE setting is set to Yes, for booking only or Yes, for booking and payment.

Review your global Scheduler Hours of Operation and confirm that open days and hours have been configured. If the service uses a Limited Schedule, confirm that the correct days and time ranges were entered and saved.

Also review your Time Off entries, existing appointments, and Scheduler Policies. These settings may prevent otherwise available times from appearing.

Why are the appointment times too far apart?

Open the service and review the SERVICE DURATION under DETAILS.

The duration controls the interval between available appointment start times. A 60-minute service creates start times in 60-minute intervals. A 30-minute service creates start times in 30-minute intervals.

Why are appointment times showing in the wrong time zone?

Scheduler uses the time zone selected in your PhotoBiz account.

Review your account time zone before making the service available to clients.

Why is the service not collecting payment?

Confirm that ACTIVE is set to Yes, for booking and payment.

You must also have an active merchant account connected through the ECommerce Dashboard before you can collect payments through Scheduler.

Can I offer the service on only a few specific dates?

Use the CUSTOM DATES Service Type instead of Recurring.

Custom Dates works best for mini-sessions, seasonal events, workshops, school portraits, and other appointments offered on selected calendar dates.

See How to Set Up Mini-Sessions Using Custom Dates.

Can I change the Service Type after creating the service?

No. You cannot convert a Recurring service to Custom Dates or convert a Custom Dates service to Recurring.

Create a new service using the correct Service Type.

Get Personalized Scheduler Help

PhotoBiz 1-on-1 Coaching Services can help you plan your services, configure appointment availability, and create an online booking workflow that fits your business.

Need Help?

Support Hours: Monday to Friday, 9am to 6pm EST

Phone: 866.463.7620

Support Channels: Phone, Live Chat, Support Ticket

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