When navigating your system's calendar you will note that blocks of different colors can be found inside your daily spread, these will be the Appointments you have on a certain day. As we viewed in the “Calendars Overview” article they allow you to monitor and visualize the daily schedule you or your teammates have coming up.
When viewing appointments from the Calendar spread, you can click on the appointment box to open the Appointment Modal with more details.
How Does It Work?
- If you need to change the appointment, click on the pencil icon, which will redirect you to the Appointment Details.
- The trash can Icon will delete the appointment permanently, removing it from your calendar. Keep in mind that this action can't be undone.
- Click the X icon to exit the appointment's pop-up window.
If the appointment was rescheduled by you or the client, it will have a rescheduled tag disclaiming it. Hovering over this tag will show you the original time and date of the appointment.
Appointment Details
The Appointment Details section displays key information related to each scheduled appointment, providing a comprehensive overview for efficient management.
- Appointment Time: View the day, date, time, and time zone of the appointment.
- Contact Information: This includes the information of the main Contact who booked the appointment. Clicking on a contact's name will redirect you to their contact card.
- Appointment Owner: This field shows the team member to whom the appointment was assigned.
- Appointment location: This will display the selected location, including Zoom links.
- Calendar: The Calendar in which the appointment was booked.
- Attendees: This will show you the contacts who will attend the appointment; if there are multiple, a plus sign will appear to note that. Clicking on it will redirect you to the Attendees section.
- Booked By: This will show who booked the appointment, if the contact, a team member, automation, etc.
- Source: This will be where the appointment was booked, for example, the calendar link.
Appointment Attendees
This will show a comprehensive list of all appointment attendees. Clicking on a contact's name will redirect you to their contact card.
Appointment Notes
The Appointment Notes section displays essential notes and comments associated with each appointment, offering a centralized area for important details and insights.
Within this section, you can add a new note to the contact to document key interactions, observations, or important follow-up points. Simply click "Add Note," type the relevant information, and save it to update the contact’s profile with the latest insights.
You can also filter notes based on the user who created them, allowing you to view only notes that you added or those created by other team members.
Should you need to make adjustments to any existing notes, you can easily modify them by clicking the Edit option corresponding to the note. After making the necessary changes, remember to save your edits. If a note is no longer relevant, you also have the option to delete it, ensuring that your notes remain concise and relevant to your current needs.
Appointment Log
The Activity Log contains a detailed recap of all changes that have occurred with an appointment.
Form Submission
If an appointment includes a custom form submission, a Forms tab will appear within the modal. The submitted form will be displayed in a clear, structured format, consistent with its presentation in the Forms module.
📌Note: Submissions from the default booking form—which captures only Name, Email, and Phone—are not currently displayed in the Forms tab, as this information is already available in the Contact Details section of the appointment.
Status
The appointment status can be updated using the Status drop-down menu. Any changes made here are immediately reflected in the appointment’s icon on the calendar. Unconfirmed appointments will appear uncolored, making it easy to distinguish them from confirmed bookings at a glance.
All modifications made to appointments through this method are saved automatically. With these updates, you’re now equipped to review and adjust appointments directly from the calendar view!