Keeping an appointment on a record

An appointment sits on the record, in its "Appointments" tab: who hosts it, when it is, how it went. The guest gets an email with an invitation for their calendar, and so does the host.

The appointment sits on the record and in the calendar

An appointment belongs to a record and shows in its "Appointments" tab. The number on the tab counts the scheduled appointments; it turns amber when one is past and still has no outcome. The calendar under Appointments in the sidebar shows every appointment of a week. On the dashboard, the "My appointments" tile shows what you have from today on and leads there with "See all". If you connect your calendar or receive the invitations by email, each appointment also appears in your own calendar.

The invitation comes by email, not through a connection

On saving, the guest gets a confirmation with a calendar file attached. The host gets the same file with everything needed for the conversation: date, time, the guest's name, email and phone, and a button to the record. Once the host accepts the invitation, the appointment is in Google, Outlook or Apple without anyone connecting anything. Mail to the guest only goes out through the account's outgoing mailbox; without one, only the host gets their email, from the platform's address.

Moving adds a new appointment

The old appointment stays as "Moved", and the new one points to it. That way the record shows how often an appointment has moved. In the guest's calendar the new invitation replaces the old entry, because both carry the same identifier.

A person sets the outcome

Once it has started, you set "Took place", "Guest did not show" or "Host did not show". Nothing changes on its own. If nobody sets it, a task "Set outcome" appears the next day.

A host never has two appointments at once

The platform refuses an appointment that overlaps an open appointment of the same host, even partly. A cancelled or moved appointment frees its time.

The calendar shows the week

At the top you choose whose appointments you see: yours, everyone's, one host's or those without a host. Anyone who may see all records starts with everyone's appointments, everyone else with their own. You only see appointments on records you are allowed to see. The color tells the state: blue scheduled, green held, amber guest did not show, red host did not show or past without an outcome. Cancelled ones appear with the switch, rescheduled ones only with their new time. A click opens the record; rescheduling, cancelling and setting the outcome happen there. Saturday and Sunday only appear when something is scheduled. On a phone, and with the switch at the top right, you see the same week as a list by day. If your calendar is connected, your own view shows grey "Busy" blocks for times taken there, without titles and only for you. All times are in the account's time zone.

Step by step

1. Open the record and switch to the "Tasks" tab.
2. Choose "Add appointment" and enter day, time, duration and host. The guest's name and address are filled in when the record has them.
3. "Save appointment". Guest and host receive their invitation.
4. After the appointment, set the outcome and use "Note" to record what was discussed.

Why did no email go out?

Either the account has no outgoing mailbox, or the appointment lies in the past. Nobody gets invited to a past appointment; it documents a conversation that already happened. An administrator sets up the mailbox under Account, "Email" tab.

Which time zone does the time use?

The account's, not your browser's. It is shown below the fields. The guest sees the appointment in their own time zone in their calendar.

What happens when the host leaves the account?

Their appointments stay and keep their name. Future ones get a task "Reassign appointment" the next day, without an assignee, so it shows among the team's tasks. "Hand over to" gives the appointment a new host, and the guest an updated invitation.

Where is the note on an appointment?

With the record's notes, of the kind "Appointment". It is an ordinary note; if the appointment is deleted, the note stays.

Can the customer book an appointment themselves?

Not yet. The booking page, where they pick from free times, is the next step. Until then a host enters the appointment agreed on the phone.

What does the email to the guest say?

The text the account sets in the "Appointments" tab of the account settings, otherwise a default. It names the company, the time and the host, never the content of the record, because an invitation often lands in a shared calendar.