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Recurring Schedules

Recurring schedules let you define a pattern for when your experience runs, and EquipDash generates the individual sessions automatically. This saves you from manually adding sessions one by one for experiences that run on a regular basis.

When to Use Recurring Schedules​

Recurring schedules are ideal when your experience follows a predictable pattern. For example:

  • "Sunset Kayak Tour runs every Tuesday and Thursday at 5:00 PM from October through March."
  • "Morning Yoga on the Beach runs daily at 7:00 AM and 8:30 AM, all year round."
  • "Weekend Family Hike runs every Saturday and Sunday at 9:00 AM during summer."

Setting Up a Recurring Schedule​

Your experience must have its Availability Management set to Recurring (configured in Step 3 when creating or editing the experience). Then:

  1. Go to the experience detail page by clicking the experience in the Experiences table.
  2. Click the Availability tab.
  3. Click Manage schedule at the top-right (next to + Add session).

The Availability tab with the Manage schedule and Add session buttons at the top-right of the toolbar

The Manage availability sidebar slides in from the right. It has several sections:

The Manage availability sidebar showing date range, time range, frequency, and applicable days settings

Date Range​

Choose the period during which sessions should be generated:

  • Date Range — Set a specific Start Date and (optionally) an End Date. If you leave the end date blank, sessions will be generated up to 12 months ahead.
  • Seasons — Instead of specific dates, select one or more seasons from your account settings. Sessions will be generated for the dates covered by those seasons.

Applicable Days​

Select which days of the week the experience runs. By default, all days are selected. Untick any days when the experience does not run.

For example, if your tour runs only on weekends, untick Monday through Friday and keep Saturday and Sunday ticked.

Time Slots​

Define what times the experience runs each day. There are two options:

Selected Times​

Pick specific start times from a dropdown. You can select as many times as you need.

For example, select 9:00 AM, 11:00 AM, and 2:00 PM to run three sessions per day.

Frequency​

Instead of picking individual times, define a start time, end time, and how often sessions repeat.

For example, "Start at 9:00 AM, end at 5:00 PM, every 2 hours" would generate sessions at 9:00, 11:00, 1:00, 3:00, and 5:00.

Saving the Schedule​

Once you have configured your date range, applicable days, and time slots:

  1. Review the preview that shows how many sessions will be generated and the first few dates.
  2. Click Save Availability to generate the sessions.

EquipDash will create all the individual sessions based on your pattern. They will appear in the Availability table and be bookable through the widget.

Editing a Recurring Schedule​

To change an existing recurring schedule:

  1. Go to the experience detail page and click the Availability tab.
  2. Click Manage schedule at the top-right of the toolbar.
  3. The sidebar opens with your current settings pre-filled. Make your changes.
  4. Click Save.

When you save, EquipDash regenerates the availability sessions based on the updated pattern. Sessions that have existing bookings will be preserved.

Editing Individual Sessions​

Even with a recurring schedule, you can edit individual sessions from the Availability table. For example, you might want to increase the capacity for a specific date or change the assigned guides.

  1. Click the Edit icon on the session row.
  2. Make your changes to the date, time, capacity, or guides.
  3. Click Save.
tip

Individual session edits are independent of the recurring schedule. However, if you regenerate the recurring schedule by saving it again, any manually added changes to generated sessions may be overwritten.

Capacity for Recurring Sessions​

Recurring sessions use the Default Capacity set on the experience. If you need different capacities on different days, you can edit individual sessions after they are generated — either one at a time or in bulk by selecting rows in the Availability table and choosing Action ▾ → Edit capacity. See Bulk Editing Capacity for the full workflow.

Reducing capacity below existing bookings

You cannot reduce a session's capacity below the number of bookings already on it (single edit or bulk). Cancel the relevant bookings first to free up the slots, then reduce the capacity. In bulk edits, only the conflicting sessions are skipped — the rest update normally.

Guides for Recurring Sessions​

Recurring sessions are generated without guides. To assign a guide across many generated sessions at once, select the rows in the Availability table and choose Action ▾ → Assign guides. See Bulk Assigning Guides for the full workflow.

To shift the start time of many generated sessions in one go (without regenerating the whole schedule), use Action ▾ → Change time — see Bulk Changing the Time of Day.