Managing Recurring Meetings

Introduction

Recurring meetings let you set up a 1:1 or team sync once and have PerformYard automatically create each future occurrence on the schedule you choose. Instead of manually recreating the same meeting every week, a recurring series gives you a persistent home for that conversation. You can optionally connect a series to your calendar and to video conferencing, so the whole experience, scheduling, joining, and following up, stays in sync without extra manual work.

Creating a Recurring Meeting

You can set up a recurring series from within any meeting workspace you're a participant of. Below the workspace name, you'll find a section listing any recurring meetings already set up for that workspace, along with the option to create a new one. A workspace can have up to 3 active recurring series at a time.

When you create a recurring meeting, you'll fill out the usual meeting details (name, description, start time, end time) plus the recurrence-specific settings below.

Setting the recurrence schedule

Choose how often the meeting repeats:

Every Weekday (M–F)
Weekly on the day of the week matching your selected start date
Biweekly on the day of the week matching your selected start date
Monthly on a specific occurrence of the weekday (e.g., "second Wednesday" or "last Wednesday," based on where your start date falls in the month)
Annually on the selected month and day

Setting when the series ends

You can choose how the series should end:

On date - the series stops after a date you choose. If a meeting is scheduled to be created on that exact date, it will still be created.
Never - the series continues indefinitely until you manually end it.

Carrying over unchecked items

You can choose whether unfinished agenda and action items should carry forward to the next meeting in the series:

Carryover on - any unchecked agenda or action items always roll over to the next meeting.
Carryover off - each new meeting starts fresh, with no items carried over.

Adding the series to your calendar

If you have a calendar connected in your user settings, you can choose to add the series to your calendar. When you do:

The entire series is added to your Google or Outlook calendar right away, indefinitely if there's no end date, or through the end date if one is set. You don't have to wait for each occurrence to be created in PerformYard first.
As each meeting is automatically created in PerformYard, it links to the calendar occurrence that already exists rather than creating a new one.
If you disconnect your calendar (or your company turns off calendar access), meetings already created stay as they are, but future updates from the series won't sync to your calendar.
Calendar changes are one-way: edits made directly in Google or Outlook don't flow back into PerformYard. Any changes to timing should be made in PerformYard.

Adding video conferencing

If you have a video conferencing provider (Zoom or Teams) connected in your user settings, you can choose to have every meeting in the series generated with a video link:

Zoom generates a new, unique link for each occurrence, so transcripts map cleanly to the right meeting.
Teams uses one consistent link across the whole series.
If you have both providers connected, you'll choose which one the series should use.
If you disconnect your provider (or your company turns off video conferencing access), previously created meetings keep their links, but future meetings in the series will be created without one, and automatic transcript retrieval stops.

You can still create standalone, one-off meetings in the same workspace at any time, setting up a recurring series doesn't restrict your normal meeting workflow.

How the Next Meeting Gets Created

To not overly clutter your meeting workspace, only one "Active" meeting in a series exists in PerformYard at a time, the next occurrence isn't created until the current one wraps up. There are two ways that happens:

Marking the meeting complete (primary trigger): As soon as the meeting creator or workspace creator marks the current meeting as "completed," the next occurrence is created immediately — whether that happens right on time or early.
Automatic fallback: If nobody marks the meeting complete, PerformYard creates the next occurrence automatically about 2 hours after the meeting's scheduled end time.

A few related behaviors worth knowing:

If the current meeting is archived or cancelled instead of completed, the next meeting is still created about 2 hours after that meeting's original end time elapses.
If you reschedule the current meeting to a date later than the next meeting was already going to occur, the next occurrence in the series is created right away at the point you move it.
If a calendar is connected, the newly created meeting links to the calendar occurrence that already exists for it.
If video conferencing is connected, the new meeting is created with its Zoom or Teams link already attached and the related calendar event, is updated with the video conferencing link as well (if applicable).

This means you'll typically see the next meeting appear in your workspace either right after you wrap up the current one, or within a couple hours of its scheduled end time if it's left untouched.

Updating a Recurring Meeting

Once a series exists, there are two distinct ways to make changes, and it's important to know which one you're using:

Edit a single meeting - using the normal meeting edit form, this changes only that one occurrence (time, agenda, etc.) and never affects the series pattern.
Edit the series - available from the recurring meeting's options, this updates the recurrence pattern (schedule, time, cadence) going forward. It applies to the pattern itself and to the next upcoming meeting that's already been created, but it never touches meetings that are in the past or already in progress.

A few other things to know about updating a series:

Adding or removing calendar/video conferencing after the fact: If a series wasn't originally set up with a calendar or video conferencing link, the series or workspace creator can add one later — either to a single upcoming meeting, or to that meeting plus every future occurrence. The "add" and "remove" options for calendar and video conferencing are always available on individual meetings, regardless of the series' original settings.
Participant/roster changes: If someone is added to the workspace, they're added to all future meetings (but not past ones). If someone is removed, they stay on meetings that already happened but won't be added to future auto-created meetings.

Ending a Recurring Meeting Series

From the recurring meeting's options, the series creator or workspace creator can end the series. Once confirmed, PerformYard stops creating new occurrences and removes the series from the recurring meetings list. Meetings already created are left untouched.

If the series is connected to a calendar, you'll be prompted to choose whether PerformYard should remove the associated future calendar events or leave them as-is. Past meetings and past calendar events are never affected.