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Scheduling

Manage appointments

See your bookings, prepare for each meeting, and reschedule or cancel when plans change.

Every booking becomes an appointment with everything you need for the meeting: who booked, when, where, their answers, payment and emails. Change bookings here, not only in your calendar, so the client gets the right emails.

Find an appointment

Open Scheduling › Appointments. Use Upcoming, Past and Cancelled, or switch to the Calendar view for a week or month. Select a name to open the appointment.

Appointments list with the Upcoming, Past and Cancelled tabs, the list and calendar switch, and the Book appointment button

The appointment shows When, Where (with Join meeting for video calls), Booked, and Emails, which lists the confirmation and reminder emails. Below are the client's note, their answers and the activity history. The panel on the right shows the contact, with Open in CRM, and the host.

Appointment detail page with the When, Where, Booked and Emails cards, the activity history, and the client's details

Reschedule an appointment

  1. Open the appointment.
  2. Select Reschedule, the calendar button in the header.
  3. Pick a day, then one of your open times.
  4. Select Save new time.

Reschedule dialog showing a calendar of open days, a list of open times, and the option to enter a custom time

You're done when the appointment shows the new time. The client gets an email with it, and your calendar event moves.

To book outside your open times, select Enter a custom time. Custom times skip your availability and buffers, so check you're free.

Cancel an appointment

  1. Open the appointment.
  2. Open More appointment actions (the three dots).
  3. Select Cancel appointment and confirm.

You're done when the appointment is listed under Cancelled. The client gets an email with a link to book a new time, and the event is removed from your calendar.

Statuses

Scheduled, Awaiting payment, Payment failed, Completed, No Show and Cancelled. After a meeting, mark it completed or no-show.

Good to know

  • Book appointment opens your booking page, so you can book for a client.
  • You're notified of new bookings and when clients reschedule or cancel. Choose who gets which alerts in Settings › Notifications.
  • If Allow cancelling or Allow rescheduling is off on the event type, those actions are off here too.
  • More › Import brings in bookings from another scheduler, and More › Export downloads them.

Share bookings across your team

Let clients book any free team member, with bookings shared out evenly.

Mark appointments completed or no-show

Record whether each meeting happened, so your show-up rate and follow-ups stay accurate.

On this page

Find an appointmentReschedule an appointmentCancel an appointmentStatusesGood to knowRelated