> ## Documentation Index
> Fetch the complete documentation index at: https://docs.msportal.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Recurring Meeting Booking

> Configure, share, and manage client-booked recurring QBR and compliance review schedules

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.

<Info>
  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.
</Info>

## What Gets Created

MSPortal publishes recurring calendar series. It does **not** create a separate standalone event for every week, month, or quarter.

| Company cadence | Calendar result |
| - | - |
| **Weekly** | One recurring series that repeats every week |
| **Twice monthly** | Two recurring monthly series: one for the first and third weeks, or one for the second and fourth weeks |
| **Monthly** | One recurring series that repeats every month |
| **Quarterly** | One recurring series that repeats every three months |
| **Twice yearly** | One recurring series that repeats every six months |
| **Yearly** | One recurring series that repeats every year |

<Note>
  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.
</Note>

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.

### Outlook and Email Invitation Delivery

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

| Host calendar delivery | What happens |
| - | - |
| **Microsoft 365 / Outlook** | MSPortal creates one Outlook recurring event per series in the host's calendar. Outlook sends the invitations and any later updates. |
| **Email calendar invitations** | MSPortal creates the same recurring schedule in its calendar and emails each participant a recurrence-aware ICS invitation per series. Microsoft Teams is not available in this mode. |

## Before you start

* The Recurring Meetings feature must be enabled for your tenant.
* 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.

## Set Up Recurring Meetings

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

### 1. Configure Tenant and Host Settings

<Steps>
  <Step title="Open Recurring Meetings">
    Go to **Calendar**, open the **Calendar** menu in the page header, and select **Recurring Meetings**.
  </Step>

  <Step title="Review Tenant Defaults">
    In **Recurring meeting host settings**, click **Defaults**. Set the default QBR length, conflict handling policy, and booking working hours.

    <Warning>
      Clicking **Apply to all hosts** copies the working-hours schedule and conflict policy to every recurring meeting host, replacing their current host-level values.
    </Warning>
  </Step>

  <Step title="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.
  </Step>

  <Step title="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
  </Step>
</Steps>

<Note>
  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.
</Note>

### 2. Configure a Company's Meeting Defaults

<Steps>
  <Step title="Open the Company Defaults">
    Go to **Settings > Companies**, open the company, and select the **Defaults** tab.
  </Step>

  <Step title="Choose the Meeting Cadence">
    In **Recurring meeting defaults**, 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.
  </Step>

  <Step title="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.

    <Warning>
      Microsoft Teams requires a host with Microsoft 365 calendar access. Hosts using email calendar invitations cannot publish a Teams meeting.
    </Warning>
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the Defaults">
    Click **Save meeting defaults**. This makes the company and meeting type eligible for a booking link; it does not create a meeting.
  </Step>
</Steps>

### 3. Preview and Share a Booking Link

<Steps>
  <Step title="Find the Company Schedule">
    Return to **Calendar > Recurring Meetings**. In **Recurring Meeting Schedules**, find the company's Business Review or Compliance Review row.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Copy the Link">
    Open the row's actions menu, select **Copy**, choose an active host, and click **Copy link**.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  Choose the host carefully. Selecting a different host later creates a different company-specific booking link.
</Tip>

## 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.

| Client choice | Details |
| - | - |
| **Week of month** | Required for monthly, quarterly, twice-yearly, and yearly meetings |
| **Week pair** | First and third weeks, or second and fourth weeks, for twice-monthly meetings |
| **Recommended time** | A weekday and 30-minute-aligned start time within the host's working hours |
| **Scheduling flexibility** | How MSPortal may adjust an occurrence if the preferred time is busy |
| **Coworkers** | Optional active users from the same company, when the host allows additional attendees |

The user who confirms the booking is always included as an attendee.

### Scheduling Flexibility

| Option | Allowed adjustment |
| - | - |
| **Keep the exact time** | Do not move the occurrence |
| **Nearby times (up to 1 hour)** | Use a clear 30-minute-aligned start on the same day, up to one hour earlier or later |
| **Preferred day, then same weekday next week** | Try the preferred date first, then the same weekday in the following week when it remains within the cadence period |
| **Same time, next available date** | Keep the same start time and, if necessary, try the same weekday one week later when it remains within the cadence period |

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.

## 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.

## 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.

### Reschedule One Occurrence

<Steps>
  <Step title="Open the Booking">
    Open the confirmed booking and find the future occurrence that needs to move.
  </Step>

  <Step title="Choose a New Time">
    Click **Reschedule**, select a new start and end time, and click **Save new time**. MSPortal rechecks host availability before saving.
  </Step>
</Steps>

<Info>
  Rescheduling changes only the selected occurrence. It does not change the recurring pattern or create a replacement series.
</Info>

### 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.

### 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.

## Link an existing Outlook recurring meeting

If a company already has a recurring Outlook meeting, link it to the schedule instead of booking a new one.

<Steps>
  <Step title="Open the row menu">
    In **Recurring Meeting Schedules**, open the **...** menu on the company's row.
  </Step>

  <Step title="Choose Link Outlook meeting">
    For a twice-monthly schedule, there is one option for the first series and one for the second.
  </Step>

  <Step title="Select the Outlook meeting">
    Pick from **Select an Outlook meeting**. If the list says **No eligible Outlook meetings**, the company has no recurring Outlook meeting that can be linked.
  </Step>

  <Step title="Click Link meeting">
    **Outlook meeting linked** confirms it. The row then shows **Linked to Outlook**.
  </Step>
</Steps>

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** or **Meeting cancelled** when the link needs a look.

## 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.

## Troubleshooting

| Issue | What to check |
| - | - |
| **Recurring Meetings is missing from the Calendar menu** | Confirm the feature is enabled, you are not impersonating, and your role has **Manage Meetings** or **Manage Calendar** permission. |
| **A company has no schedule row to copy** | Configure a Business Review or Compliance Review cadence in the company's **Defaults** tab. |
| **Copy link fails** | Confirm the company defaults are saved and choose an active host with an available calendar delivery method. |
| **A host cannot be activated** | Open the host's user settings and restore an available Outlook or email-invitation calendar delivery method. |
| **Microsoft Teams is unavailable** | Choose a host with Microsoft 365 calendar access or change the company meeting format to in person. |
| **No recommended times appear** | Confirm the host has valid working hours and synchronized calendar availability, then try again after the calendar data refreshes. |
| **The booking is waiting for review** | The host's conflict policy allows review and one or more occurrences remain unresolved. The exact host must open the booking and approve or decline it. |
| **A future conflict appears after confirmation** | Only the next 12 months are checked at confirmation time. Later occurrences and newly added conflicts are not monitored automatically. Reschedule the affected occurrence when needed. |

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Does copying or previewing a booking link create meetings?">
    No. Company defaults and copied links prepare booking. Preview cannot submit it; the client must confirm and any required host/client reviews must finish before publication.
  </Accordion>

  <Accordion title="Can anyone with the link book for the company?">
    The booker must sign in as an eligible active user of that company. The link also fixes the host and meeting type; it is not an anonymous public booking page.
  </Accordion>

  <Accordion title="Why are there two invitations for twice-monthly reviews?">
    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.
  </Accordion>

  <Accordion title="Does the twelve-month check end the recurring series?">
    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.
  </Accordion>

  <Accordion title="Does changing tenant defaults update every host?">
    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.
  </Accordion>

  <Accordion title="Can an email-invitation host create a Teams meeting?">
    No. Teams requires Microsoft 365 calendar delivery. An email-invitation host uses recurrence-aware ICS invitations and an appropriate non-Teams format.
  </Accordion>

  <Accordion title="Who approves a time outside the client’s flexibility?">
    After the exact host reviews unresolved conflicts, the original booker must confirm changes outside the selected flexibility before publication.
  </Accordion>

  <Accordion title="Should I make a second booking when publication partially fails?">
    Inspect the existing booking and use its available host retry action. Some series may already exist; a second booking can create overlapping schedules.
  </Accordion>

  <Accordion title="Does rescheduling one occurrence change the whole cadence?">
    No. Save new time updates that occurrence after an availability check. Cancel recurring meeting instead affects all linked series and future occurrences.
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Calendar" icon="calendar" href="/user-guides/calendar/index">
    Create meetings manually and manage calendar views
  </Card>

  <Card title="Meetings" icon="handshake" href="/user-guides/calendar/meetings">
    Run agendas, notes, and follow-ups for client meetings
  </Card>

  <Card title="Company Settings" icon="building" href="/user-guides/settings/companies">
    Manage client company configuration and defaults
  </Card>
</CardGroup>


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