Recurring Sessions & Teams

Overview

Recurring sessions are useful for:

• Weekly training programmes
• Monthly compliance updates
• Regular team meetings
• Ongoing coaching sessions

With Microsoft Teams integration, online meetings can be automatically created for each session.

How It Works

Recurring sessions create a series of linked sessions that share the same title and settings. Each session in the series is an independent booking opportunity, but they're connected through a common series identifier.

How Recurring Patterns Generate Sessions

When you create a recurring series, the system:

1. Starts from your base date - Uses the date and time you specify as the first session
2. Applies the frequency pattern - Calculates future dates based on your selection (daily, weekly, bi-weekly, monthly)
3. Respects day selections - For weekly/bi-weekly, only creates sessions on selected days of the week
4. Creates multiple sessions - Generates the number of sessions you specify (up to the repeat count)
5. Links them together - All sessions receive the same series ID and are grouped in the calendar

Microsoft Teams Integration

For online sessions with Teams integration enabled:

• Automatic Meeting Creation - A unique Teams meeting is created for each session in the series
• Individual Meeting Links - Each session gets its own join link (they are not all in one recurring Teams meeting)
• Meeting Details - Meeting links are automatically added to session details
• Calendar Integration - Trainers receive calendar invites for each meeting
• Attendee Access - Booking confirmations include the Teams join link for that specific session

Editing Sessions in a Series

You have flexibility when managing series sessions:

How Users Book Sessions in a Series

From the user perspective:

• Individual Sessions Visible - Users see each session in the series as a separate booking option
• Choose Dates - They can book one or multiple sessions that fit their schedule
• Separate Confirmations - Each booking generates its own confirmation email
• Independent Attendance - Attending one session doesn't affect their booking in other sessions
• Series Grouping - Sessions are grouped by title in the calendar for easy navigation

Cancelling Sessions in a Series

You can cancel sessions at different levels:

• Cancel One Session - Cancels just that occurrence, other sessions continue
• Cancel All Future Sessions - Ends the series from a specific date forward
• Delete Series - Removes all future sessions and marks past ones as deleted
• Attendees receive cancellation emails when their booked session is cancelled

Creating Recurring Sessions

Microsoft Teams Integration

For online sessions, Teams meetings can be automatically created.

Enabling Teams Integration

1. Set the session type to Online
2. Enable Create Teams Meeting option
3. The system creates a unique Teams meeting for each session

What Happens

• Teams meeting created automatically
• Meeting link added to session details
• Attendees receive join link in booking confirmation
• Trainers can access the meeting from their calendar

Managing Recurring Sessions

Viewing the Series

Recurring sessions appear as:

• Individual sessions in the calendar
• Linked by a series indicator
• Each with its own attendees and capacity

Editing a Single Session

To change one occurrence:

1. Find the specific session
2. Click Edit
3. Choose Edit this session only
4. Make changes and save

Editing the Entire Series

To change all future sessions:

1. Click Edit on any session in the series
2. Choose Edit all sessions
3. Changes apply to all future occurrences

Cancelling Sessions

• Cancel one - Cancels just that occurrence
• Cancel all future - Ends the series from that date
• Attendees are notified of cancellations

Attendee Experience

Booking

• Users see each session as a separate bookable item
• They choose which dates work for them
• Can book multiple sessions in the series

Notifications

• Booking confirmation for each session
• Reminders before each session
• Cancellation notices if sessions are cancelled

Joining Online Sessions

• Teams link in booking confirmation
• Join button in the LMS
• Calendar invite with join link

Best Practices

Plan Ahead

• Create recurring sessions well in advance
• Give users time to plan and book
• Consider holiday periods

Set Appropriate Capacity

• Consider trainer capacity
• Match to room size or platform limits
• Allow for no-shows

Consistent Timing

• Same time each week helps attendance
• Avoid clashing with other regular meetings
• Consider different time zones if needed

Clear Naming

• ✅ "Weekly Fire Safety Briefing - Q1 2025"
• ✅ "New Starter Induction - Tuesdays"
• ❌ "Training Session"

Troubleshooting