Using Cal.com for recurring meetings: Tips and tricks

Why recurring meetings matter

Recurring meetings are the heartbeat of most modern workflows. Whether you're running weekly team syncs, monthly client reviews, or bi-weekly strategy sessions, these meetings build momentum and ensure alignment. However, setting them up manually each time or juggling different time zones can quickly lead to frustration.

That's where Cal.com comes in. Our platform supports seamless recurring scheduling, giving you more control, better automation, and less back-and-forth.

How Cal.com handles recurring meetings

Cal.com offers two main ways to handle recurring meetings:

1. Recurring event types – A recurring time slot that’s always available (e.g., every Tuesday at 10am).

2. Manual recurring invites – Where you or your invitee manually select multiple times in a booking flow.

Depending on your workflow, one might work better than the other. Here's how to set up both—and some power-user tips to make them even better.

Set up a recurring event type

If you want to make the same time slot available every week or month, use the event type settings in Cal.com to set it up:

Step-by-step:

1. Navigate to your Cal.com dashboard

2. Click "Event types"

3. Choose an existing event type or create a new one

4. Under "Availability", select recurring days and times

5. Set buffer times and limits if needed

6. Save and publish

This setup is perfect for weekly team syncs or regular client coaching calls.

Pro Tip: Want to cap how many recurring meetings someone can book? Use booking limits to restrict how often the event can be booked per day or week.

Use multi-date booking for flexibility

If you’d prefer to let users book multiple dates upfront (e.g., for a multi-session coaching program), use multi-date selection during booking. While this doesn’t create an auto-recurring event, it allows a user to pick several times in one go.

How to enable multi-date booking:

• Go to your event type settings

• Enable "multi-date booking"

• Set minimum/maximum number of dates

This approach is great when:

• A client wants to book five weekly sessions in advance

• You’re running a short-term series of training calls

Note: Each selected date is treated as a separate booking.

Sync with your calendar to avoid conflicts

Recurring meetings often collide with other commitments. That’s why Cal.com syncs with all major calendar platforms (Google Calendar, Outlook, Apple Calendar). When setting up recurring availability, Cal.com automatically blocks times where you’re busy on connected calendars.

Calendar integrations include:

• Google Calendar

• Microsoft Outlook

• Apple iCloud Calendar

• CalDAV-compatible tools

Pro Tip: Use calendar-specific availability rules to prioritize certain calendars for recurring event types.

Customize reminders for recurring meetings

No-shows and missed meetings? Not on your watch. Cal.com allows you to configure automated email and SMS reminders for every event type—including recurring ones.

Suggestions:

• Send a reminder 24 hours before and 1 hour before the meeting

• Include a custom message or meeting agenda

You can also use Cal.com Workflows to automate follow-ups or integrate with tools like Slack or Zapier for even more control.

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Considerations for teams and remote work

Recurring meetings become more complex with distributed teams. Cal.com makes time zone handling automatic. When your team is spread across continents, each person sees event times in their own local time.

Extra tips for teams:

• Use team event types to allow round-robin or collective availability

• Use host selection to assign recurring meetings to the right team member

• Enable meeting buffers to avoid back-to-back fatigue

Pro Tip: Combine Cal.com with Slack or Notion integrations to embed booking links in your workspace.

Recurring meetings + Custom workflows

To go a step further, use custom workflows to:

• Send pre-meeting forms or questionnaires

• Trigger post-meeting thank you messages

• Add attendees to your CRM or email list

This is perfect for consultants, coaches, or sales teams running repeated sessions with new clients.

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Final thoughts

Recurring meetings don’t have to mean repetitive work. With Cal.com, you can set once and streamline forever. Whether you’re syncing with your team every Monday or onboarding new clients every week, our flexible options give you the tools you need. Tao take a deeper dive into Round Robin scheduling, you can view the video here:

Take control of your time. Let Cal.com handle the rest.