How to set up recurring bookings

If you need the same instrument at the same time every week—or on any other regular schedule—Calira's recurring booking feature saves you from creating each booking manually. Set up the pattern once, and Calira creates the series for you.

This is useful for experiments that span multiple days or weeks, regular quality control runs, teaching sessions that use the same equipment weekly, or any workflow where you need guaranteed access on a repeating schedule.

Requirements

• Recurring bookings are available on Premium and Enterprise plans
• The equipment must not have booking rules that conflict with your recurrence pattern (e.g. if an instrument has a maximum booking duration of 2 hours, each individual occurrence must fit within that limit)
• You need booking permissions for the equipment (via access groups or individual booking rules)

Creating a recurring booking

• Open the booking calendar for the equipment you want to book
• Click on your desired time slot to open the booking modal
• In the booking modal, look for the Repeat option
• Select your recurrence pattern:
  • Daily: repeats every day (or every N days)
  • Weekly: repeats on the same day(s) each week
  • Custom: set a specific interval (e.g. every 2 weeks, every 3 days)
• Set the end condition:
  • After a specific number of occurrences (e.g. "repeat 8 times")
  • Until a specific date (e.g. "repeat until 30 June")
• Add any booking notes or project references
• Submit the booking

Calira will create all occurrences in the series. Each appears on the calendar as an individual booking linked to the series.

How conflicts are handled

If any occurrence in your series conflicts with an existing booking, Calira will notify you during creation. You have two options:

• Skip the conflict: create all other occurrences in the series but leave the conflicting slot empty
• Cancel the entire series: go back and choose a different time or pattern

Recurring bookings respect the same booking rules as single bookings: approval workflows, buffer times, and advance booking limits all apply to each occurrence individually.

Managing a recurring series

Once created, you can manage the series from any individual occurrence:

• Edit this occurrence only: change the time, add notes, or cancel just one booking in the series without affecting the others
• Edit all future occurrences: change the time or pattern for all remaining bookings in the series
• Cancel the series: remove all future occurrences (past bookings are preserved in history)

Who can see recurring bookings

Recurring bookings appear on the equipment calendar like any other booking. Other users will see each occurrence as a reserved slot. The booking details will show that it is part of a recurring series.