Who This Is For / When to Use
Use this guide if you need to:
Book an appointment for an existing or new contact.
Customize appointment times, details, or locations.
View appointment details, notes, and form submissions.
Cancel appointments with a reason.
Block off unavailable time on your calendar.
Step 1: Open the Calendar Booking Interface
Navigate to Calendars from the left-hand sidebar.
Click + New in the top-right corner.
Select Book Appointment.
Step 2: Select or Add a Contact
Choose the contact you want to book the appointment with.
Search for an existing contact or create a new one.
Minimum requirements to proceed
Name
Either Phone or Email
Timezone, phone, and email are recommended for a complete contact profile.
Step 3: Enter Appointment Details
Complete the booking form with the required information.
Required Fields
Calendar: Select the calendar service.
Appointment Title: Defaults to the calendar title if left blank.
Team Member: Uses calendar default unless changed.
You can add a description by clicking Add description.
Step 4: Set Date, Time, and Timezone
Confirm the timezone shown (defaults to account timezone).
Choose a date and available slot.
Click Custom to create a custom time outside standard slots.
Step 5: Configure Meeting Location and Status
Choose Calendar Default or Custom meeting location.
Set appointment status:
Confirmed
Unconfirmed
Step 6: Add Internal Notes (Optional)
Use + Add Internal Note to record internal-only information.
Notes appear in the appointment modal and the contact record.
Important Notes Behavior
Appointment notes sync to the associated contact.
Notes added directly to the contact do not sync back to the appointment.
Internal notes do not sync to Google or Outlook calendar invites.
Step 7: Book the Appointment
Review all appointment details.
Click Book Appointment to finalize.
Step 8: View Appointment in Calendar Views
Appointments appear immediately in calendar views.
You can switch between:
Day View
Week View
Month View
Use filters to narrow by users, calendars, or groups.
Step 9: View Appointment Details and Form Submissions
Click an appointment to open View Details.
Review appointment information and attendee data.
View Form Submissions directly inside the appointment modal.
Form Submission Notes
Applies only to newly created appointments.
Default booking forms with only Name, Email, and Phone are excluded.
Step 10: Access Notes from the Contact Record
Appointment notes are visible under the contact’s Notes panel. These notes can be viewed, edited, or deleted for collaboration.
Step 11: Cancel an Appointment with a Reason
Open the appointment details.
Click Cancel.
Enter a Reason for Cancellation.
Confirm cancellation.
Cancellation reasons are saved for reporting and pattern analysis.
Step 12: View Cancellation Reason in Appointment Notes
After cancellation, the selected reason appears in the appointment notes.
Step 13: View Appointments from the Appointments List
Navigate to Appointments.
Open an appointment to view full details in the side panel.
Step 14: Block Off Unavailable Time
Use blocked off time to prevent bookings during unavailable periods.
In any calendar view, drag across the desired date or time.
Click Add Blocked Off Time.
Switch to the Blocked off time tab.
Select the user or calendar.
Set start and end times.
Click Block time.
Blocked time does not remove existing appointments.
FAQ
How do I book an appointment for a new contact?
Click Book Appointment, choose Add New Contact, and enter the contact’s name and either phone or email to proceed.
Can I book appointments outside standard calendar slots?
Yes. Select Custom under the time selection to define a custom start and end time.
Where can I see appointment notes?
Notes are visible in the appointment modal and under the contact’s Notes section.
Do appointment notes sync to Google or Outlook?
Internal appointment notes do not sync outward. Notes added in Google or Outlook will sync back if two-way sync is enabled.
Can I cancel an appointment and track the reason?
Yes. When canceling an appointment, you must select a cancellation reason, which is stored in the appointment notes.
How do I block off time when I’m unavailable?
Drag across the calendar, select Add Blocked Off Time, set the date and time, and click Block time.