Appointment Booking Process

Appointment Booking Process

Managing your schedule effectively is key to staying organized and ensuring you make the most of your day. Within the Calendar tab, you can easily book appointments for any of your active calendars. Here's a step-by-step guide to help you through the process.

Step 1: Select the Contact

1. Navigate to the Calendars tab in the left-hand sidebar.

2. In the top right corner, click Book Appointment.

3. Choose the contact you want to schedule the appointment with. You can either:

   • Select an existing contact from your list.

   • Add a new contact by entering their name, time zone, phone, and email (note: either a phone number or an email is required to proceed).

Step 2: Enter Appointment Details

1. On the right side, click the Appointments tab, then select Click here to create one.

2. Fill in the necessary details, such as:

   • The calendar you want to book from.

   • The user assigned to the meeting.

   • The time zone of the appointment.

   • The meeting location.

   • The appointment name, booking status, and more.

3. Set the date and time. You can adjust the appointment time by selecting a custom time slot if the default options don’t match your needs.

4. Add an appointment title that will be visible to both you and the client. If you leave it blank, the default title from the calendar settings will be applied.

5. Optionally, add a description by selecting Add Description.

6. Under Additional Preferences, you can further customize:

   • The meeting location (if different from the calendar settings).

   • The appointment status (confirmed/unconfirmed).

Step 3: Review the Appointment Summary

1. After booking, you can view the appointment in your calendar.

2. Use filters to sort appointments by date, user, calendar, or group for quick access.

3. Need to make changes? You can edit appointments, add guests, or adjust details if needed, depending on the calendar type.

Step 4: Manage Unavailability

Going on vacation or taking a day off? You can block off time, even if it conflicts with the availability settings in your calendars, so that no one can book appointments during those periods.

1. In any calendar view (daily, weekly, or monthly), drag across the days or times you’ll be unavailable.

2. In the pop-up window, choose Add Blocked Off Time (this is also where you can book new appointments).

3. Select the team member the blocked time is for (you can do this for yourself or any team member if you have admin privileges).

4. Set the start and end times for your unavailability.

5. Add a title if needed for clarity.

6. Save the blocked time.

Note: If you’ve integrated your Google or Outlook calendar, events and appointments from those calendars will also display here, keeping everything synced and up to date.

This version maintains clarity and user-friendliness while rephrasing the content for originality.