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Recurring Meeting Booking lets your team configure a meeting cadence for each client, choose an eligible host, and share a booking link for that exact company and meeting type. The client chooses from recommended times, and MSPortal checks the host’s availability before publishing the schedule.
Configuring a cadence, previewing the booking page, or copying a link does not create a calendar event. A recurring calendar series is created only after the client confirms a valid schedule and any required review is complete.

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What Gets Created

MSPortal publishes recurring calendar series. It does not create a separate standalone event for every week, month, or quarter.
A twice-monthly booking produces two series, and so two initial calendar invitations, because each selected week of the month is represented by its own recurring series. Every other cadence produces one series and one initial invitation per participant.
The series have no automatic end date. MSPortal checks occurrences in the next 12 months when the booking is confirmed, while the recurring series continues beyond that window. Later occurrences are not automatically checked or monitored for new conflicts. If one occurrence needs to move, MSPortal changes only that occurrence. The underlying cadence remains intact instead of being replaced with individual events.

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Outlook and Email Invitation Delivery

The host’s available calendar delivery method determines how the series is published:

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Before you start

  • To open Calendar > Recurring Meetings, you must be an MSP tenant user with Manage Meetings or Manage Calendar permission. The page is unavailable while impersonating another user.
  • A host must be an active MSP user with an available calendar delivery method and an active recurring booking profile.
  • The client must be an active company user who can sign in to MSPortal.
  • The company must have a business review or compliance review cadence configured before its booking link can be copied.

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Set Up Recurring Meetings

The Recurring Meetings page includes a setup checklist for working hours, calendar preferences, and client schedules.

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1. Configure Tenant and Host Settings

1

Open Recurring Meetings

Go to Calendar, open the Calendar menu in the page header, and select Recurring Meetings.
2

Review Tenant Defaults

In Recurring meeting host settings, click Defaults. Set the default QBR length, conflict handling policy, and booking working hours.
Clicking Apply to all hosts copies the working-hours schedule and conflict policy to every recurring meeting host, replacing their current host-level values.
3

Activate Eligible Hosts

Expand Recurring meeting host settings to review active and inactive hosts. Use the actions menu beside a host to select Enable booking link or Edit scheduling policy.You can filter hosts by name, email, or assigned company role. Enable booking links for everyone activates every eligible inactive host and skips users without an available calendar delivery method.
4

Review Your Own Host Settings

Go to Settings > User and find Recurring meeting host settings. Confirm:
  • Accept recurring bookings is enabled
  • Allow coworkers matches whether clients may invite other active users from their company
  • Conflict handling is set to require a conflict-free schedule or allow host review
  • Booking working hours contain the weekdays and times clients may book
If your host settings show Email calendar invites, availability comes from your MSPortal calendar and invitations are delivered as ICS attachments. If they show Outlook calendar unavailable, calendar delivery must be restored before the booking profile can be activated.

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2. Configure a Company’s Meeting Defaults

1

Open the Company Defaults

Go to Settings > Companies, open the company, and select the Defaults tab.
2

Choose the Meeting Cadence

On the Recurring meeting defaults sub-tab, configure Business Review and/or Compliance Review.Business reviews support twice-monthly, monthly, quarterly, twice-yearly, and yearly cadences. Compliance reviews also support weekly meetings.
3

Set the Format and Duration

Choose an in-person or Microsoft Teams format. For a business review, choose a company-specific QBR length or inherit the tenant default.
Microsoft Teams requires a host with Microsoft 365 calendar access. Hosts using email calendar invitations cannot publish a Teams meeting.
4

Optionally Choose a Target Month or Quarter

For Quarterly or Yearly meetings, choose Target month or quarter directly below the cadence. Choose a month or a quarter such as Q3. A quarter allows the first matching date anywhere in its three months. Choose Next matching occurrence to use the next matching date without a target period. Other cadences do not offer this control.The target applies to new bookings after you save the defaults. Existing recurring bookings keep their stored dates. A distant target can offer choices whose availability has not yet been checked; MSPortal checks availability before confirmation.
MSP staff company defaults with an optional target month or quarter set to Q3

Quarterly with Q3 selected beneath Cadence. Draft changes were not saved.

Phone layout showing Q3 beneath the Quarterly cadence in company recurring meeting defaults

The same target period on a phone.

5

Optionally Suggest a Schedule

Turn on Suggest a schedule to prefill a weekday, week of the month or week pair, and time. The client can still choose another recommended schedule when booking.
6

Save the Defaults

Click Save Defaults at the top of Company Defaults. This makes the company and meeting type eligible for a booking link; it does not create a meeting.
1

Find the Company Schedule

Return to Calendar > Recurring Meetings. In Recurring Meeting Schedules, find the company’s Business Review or Compliance Review row.
2

Preview the Client Experience

Click the Preview eye, choose a host, and open the preview. Preview mode uses the selected company’s cadence, meeting settings, and recommended availability, but cannot create a booking. Use the back arrow beside the page title to return to Recurring Meetings.
3

Copy the Link

Open the row’s actions menu, select Copy, choose an active host, and click Copy link.
4

Send the Link to the Client

Share the copied link with an active user from that company. The link is tied to the selected company, meeting type, and host. The client must sign in, and users from another company cannot use it.
Choose the host carefully. Selecting a different host later creates a different company-specific booking link.

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Plan Business Reviews Across the Year

Open Calendar > Recurring Meetings and select the Review plan tab to see every client’s business reviews for a year. Each row is a client with a business review cadence or a business review meeting that year, and each column is a month. Clients without a cadence show No business review cadence. The plan follows the company selector, so choosing one company shows only that client. Due months come from the client’s Target month or quarter first. Without a target, they count forward from the client’s last business review. Monthly and semi-monthly clients are due every month. A review held or booked one month early or late still covers a quarterly, half-yearly or yearly due month. Clients that need a target to be planned say Set a target to plan. Reviews per month totals each column. Darker months hold more reviews, and a flame marks months that are clearly busier than average. Use the Previous year and Next year arrows beside the year to plan another year. Click a client’s name to open its recurring meeting defaults, where you can set its Target month or quarter by hand. See Configure a Company’s Meeting Defaults above.

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Suggest Target Months

1

Open Suggest targets

Click Suggest targets. The button is available when at least one client in the plan has a Quarterly or Yearly business review cadence. MSPortal proposes a target month for each Quarterly and Yearly client without one, spreading quarterly clients across the first, second and third month of the quarter and yearly clients across the year. Existing targets count as fixed.
2

Review the Changes

Each row shows the client’s current target and the proposed one, and the dialog shows the busiest month now and after the changes. Turn on Re-plan clients that already have a target to rebalance every Quarterly and Yearly client. Clear the checkbox for any client you want to leave unchanged.
3

Apply

Click Apply N targets. Each client’s target is saved in its recurring meeting defaults, and the plan updates. Other defaults such as the preferred weekday, time, duration and Teams setting stay as they were. If a client’s defaults changed while the dialog was open, that client is skipped; reload the plan and try again.
To remove a target, click the X beside the client’s name in the plan, or clear it in the client’s recurring meeting defaults. Targets only shape new bookings; existing recurring bookings keep their dates.

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What the Client Chooses

The link already fixes the company, host, meeting type, cadence, duration, meeting format, host working hours, and host conflict policy. The client chooses only the placement of that recurring schedule. The user who confirms the booking is always included as an attendee.

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Scheduling Flexibility

The booking page shows recommended recurring openings from calendar data already synchronized with MSPortal. Event titles, locations, attendees, and other private calendar details are never shown to the client.

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Confirmation and Conflict Handling

When the client clicks Confirm recurring meeting, MSPortal performs a final availability check across the next 12 months. For Outlook hosts, this includes a live Outlook check; for email-invitation hosts, it checks the MSPortal calendar. MSPortal automatically uses the nearest available option permitted by the client’s scheduling flexibility. What happens next depends on the host’s conflict policy:
  • Require a conflict-free schedule: The booking publishes only when every checked occurrence has a clear time. Otherwise, the client must choose another recommended schedule.
  • Let me review conflicts: Any unresolved conflicts wait for the exact host to review. No calendar series is published until the host approves.
During host review, the host can Accept overlap or Move occurrence for each remaining conflict. If the host moves an occurrence outside the client’s selected flexibility, the original booker must confirm the revised schedule before anything is published. After all required approvals are complete, the booking enters Publishing and MSPortal creates the one or two recurring series described above.

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Manage a Confirmed Booking

The host and original booker can open the booking detail page from the confirmation screen or lifecycle emails. The page shows the cadence, delivery format, 12-month availability check, and the status of each checked occurrence.

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Reschedule One Occurrence

1

Open the Booking

Open the confirmed booking and find the future occurrence that needs to move.
2

Choose a New Time

Click Reschedule, select a new start and end time, and click Save new time. MSPortal rechecks host availability before saving.
Rescheduling changes only the selected occurrence. It does not change the recurring pattern or create a replacement series.

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Cancel the Recurring Meeting

Click Cancel recurring meeting and confirm the action. MSPortal cancels every linked series and its future occurrences. For a twice-monthly booking, both recurring series are cancelled. This action cannot be undone.

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Retry a Failed Publication

If the booking shows a failed or partial-failure status, the host can use Retry Outlook publication or the available retry action to resume calendar delivery. If a company already has a recurring Outlook meeting, link it to the schedule instead of booking a new one.
1

Open the row menu

In Recurring Meeting Schedules, open the … menu on the company’s row.
2

Choose Link Outlook meeting

For a twice-monthly schedule, there is one option for the first series and one for the second.
3

Select the Outlook meeting

Pick from Select an Outlook meeting. The list includes series with no end date and series that end on a date or after a number of occurrences, as long as at least one occurrence is still ahead. If the list says No eligible Outlook meetings, the company has no recurring Outlook meeting that can be linked.
4

Click Link meeting

Outlook meeting linked confirms it. The row then shows Linked to Outlook.
From the same menu you can choose View in Outlook, Change linked meeting or Unlink meeting. Unlinking keeps the meeting in Outlook. A row can also show Needs another Outlook series, Link needs attention, Outlook sync issue, Schedule does not match, Meeting cancelled or Series ended when the link needs a look. Series ended means the linked series has no occurrences left. Choose Change linked meeting to link the series that replaces it, or Unlink meeting to book a new schedule.

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Notifications

MSPortal sends lifecycle emails to the host and booking owner when applicable:
  • Booking request received
  • Host review required
  • Client confirmation required
  • Booking confirmed
  • Booking updated
  • Booking cancelled
  • Booking declined
  • Calendar publication failed
Outlook hosts receive calendar invitations through Outlook. Email-invitation hosts and participants receive ICS calendar attachments from MSPortal.

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Troubleshooting

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Frequently asked questions

The two selected weeks are represented by two recurring series. Other supported cadences use one series. Check both series when canceling a twice-monthly booking.
No. The series continues without an automatic end date. The availability check covers the next twelve months at confirmation and does not monitor later conflicts.
Saving defaults and Apply to all hosts are separate choices. Apply to all hosts replaces host-level working hours and conflict-policy values; review the intended scope before using it.
No. Teams requires Microsoft 365 calendar delivery. An email-invitation host uses recurrence-aware ICS invitations and an appropriate non-Teams format.
After the exact host reviews unresolved conflicts, the original booker must confirm changes outside the selected flexibility before publication.
Inspect the existing booking and use its available host retry action. Some series may already exist; a second booking can create overlapping schedules.
No. Save new time updates that occurrence after an availability check. Cancel recurring meeting instead affects all linked series and future occurrences.

Calendar

Create meetings manually and manage calendar views

Meetings

Run agendas, notes, and follow-ups for client meetings

Company Settings

Manage client company configuration and defaults

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Booking demo navigation

The Demo booking and client previews use the standard back arrow beside the Recurring Meetings page title. The demo uses sample availability and does not create meetings or send invitations.
Back arrow beside the page title on desktop

Back arrow beside the page title, above the demo notice.