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Recurring appointments

Condeco Outlook add-in for Microsoft 365 

About smart recurrences

When searching for a meeting space for a recurring appointment, the Condeco Outlook add-in finds meeting spaces available on the first date of the series (or the next date in the future if the first date of the recurring meeting is in the past). When a meeting space is chosen, it is booked for all subsequent dates in the series, up to a maximum of 365 days from the start date of the booking (or from the next date in the future if the first date of the booking is in the past).

If a meeting space for an existing recurrence that includes dates occurring in the past, Condeco searches for suitable meeting spaces available on the next future date in the series.

If the chosen meeting space is not available for some of the recurrences, Condeco searches for an alternative meeting space that has the same attributes as the original search, and is located on the same floor and in the same group*. If an alternative space meeting the criteria is available, it is automatically booked for those dates and the corresponding instances in the series are updated with the alternative meeting space. If no suitable alternative is found for a particular date, no meeting space is booked for that instance of the series.

*If the chosen meeting space belongs to a managed group, a self-managed group is searched instead, allowing the alternative space to be booked immediately and without further approval.

The smart recurrences search only searches for meeting spaces that can be booked immediately (self-managed). Meeting spaces in managed groups that require approval are not searched.

If alternate meeting spaces are automatically selected, an email with the details of the alternative spaces is sent. If any alternatives are unsuitable, open the specific instance in the series and use the Condeco Outlook add-in to search for a different meeting space.

If an instance of a recurrence is moved to a different time slot from the Outlook calendar, the instance will self-heal and automatically select an alternative meeting space matching the requirement. Learn moreSelf-healing when moving appointments.

'Smart recurrences' is only available with the Condeco Outlook add-in for Microsoft 365.

Recurrence patterns and Outlook

Condeco supports dailyweekly, and monthly recurrences, and you can set a specific recurrence to repeat a booking on particular dates in an irregular pattern. Learn moreRecurring bookings

For the most part, Condeco and Microsoft Outlook support the same set of repeat booking options, however, there are some differences. Condeco manages these differences by converting the booking to a specific (irregular) recurrence pattern or advising the user to amend the recurrence pattern before continuing.

Good to know

  • The Condeco Outlook add-in does not support unlimited recurrences.
  • The Condeco Outlook add-in can create recurring bookings for up to a maximum of 365 days from the first date of the series that occurs in the future. This period may be further restricted if an advanced booking period is set for the group.
Recurrence comparison table

Repeat booking options for Microsoft Outlook and Condeco are compared in the table below.

Repeat options
Microsoft Outlook
Daily Repeat every # days (i.e. every 2 days) Yes Yes
Set weekdays only (exclude weekends) Yes Yes
Weekly Repeat every # weeks (i.e. every 2 weeks) Yes Yes
Select the days of the week (i.e. every Monday and Friday) Yes Yes
Monthly Set the date of the month (i.e. on the 15th of the month) Yes Yes
Repeat every # months (i.e. every 3 months) Yes No*
Set the week of the month (i.e. every first week of the month) First/Second/Third/Fourth/Last week First/Last week
Set the day of the month (i.e. every Monday on the first week of the month) Yes Yes
Yearly   Yes No*
Specific** Select specific days in an irregular pattern No Yes

*If a recurrence pattern is selected in Outlook that is not supported by Condeco, Condeco creates a ‘Specific’ recurrence pattern for the series.

**Specific recurrence patterns enable bookings to be set to repeat on specific dates that do not form a regular daily, weekly or monthly pattern.

See Condeco in action

Smart recurrences

Required: Condeco meeting space booking module, the Condeco Microsoft 365 integration, and the Condeco Outlook add-in

In this video, our Condeco user creates a single booking in Meeting Room C and then creates a recurring booking, also in Meeting Room C, where one of the instances in the recurring series falls on the same date and time as the previous booking. Watch how Condeco automatically books an alternative meeting space for the clashing instance in the series.