Appointments

Every meeting on your calendar, manual or booked. Month view by default, list view as an alternative. Bookings from your public booking page land here automatically; you can also schedule manually with the New Appointment button.

Month view

The default. Calendar grid with chips showing time + first name + last initial per appointment, color-coded by status (pending gold, confirmed teal, completed green, cancelled struck-through, no-show slate). Click a day to open the detail panel on the right with the full timeline, per-appointment quick actions, and a "+ New on this day" shortcut.

List view

Tabular layout with status filter and free-text search. Better when you need to find a specific appointment by name or sort by date across a long range.

Settings popup

Click Settings on the page to control how slots are offered to bookers. Notable knobs:

• Min advance hours — how soon someone can book from now (0 = no restriction).
• Max advance days — how far out bookings can go (0 = no cap).
• Padding minutes — buffer on either side of every busy interval. On Team plans this is per-agent.
• Reschedule cutoff — how close to the start a client can still move an appointment themselves from the link in their email. 0 means any time before it starts. This never limits you; you can reschedule from this page whenever you need to.
• Business hours — start hour, end hour, and which days of the week are bookable.

Manual scheduling

+ New Appointment opens a full calendar picker. Pick a date, then a time slot. White slots are available, red slots are busy (still clickable — overrides). Set type, name, email, phone (any subset required), and optionally link to a lead or client. The appointment-type list comes from your booking page — whatever types you set up under Settings → Booking show up here too, so the two stay in sync. Manually created appointments default to Confirmed and generate the same cancel-token as bookings, so the confirmation email's cancel link works either way.

Linking a lead or client fills in the name, email, and phone for you — pick the record first and the contact fields populate from it. If you link both, the client's details win. Anything you typed yourself stays put, so you can always override a filled-in value.

Rescheduling

When a time stops working, move the appointment instead of cancelling it and booking again. Both you and the client can do this.

In the CRM, pending and confirmed appointments have a ↻ Reschedule action on the day timeline and in the list view's Actions menu. The same button is on the lead's or client's page and in the Calendar side panel; from there it brings you here with the reschedule window already open. You pick the new date and time in the same calendar the New Appointment window uses. Busy slots are red, but you can still pick one if you want to. The appointment's own slot is marked and set aside, so moving it to later the same day works. Add an internal note if it helps, then decide whether to email the client. The message comes pre-written with the old and new times, and the new time drops in as soon as you pick a slot (as long as you haven't edited the text yet). The email carries Reschedule and Cancel links so the client can change things again without contacting you.

On the client's side, every confirmation email has a Reschedule link next to Cancel, and the cancel page offers "Reschedule instead" before anyone hits the red button. They see only open slots, in their own timezone, with your business hours, minimum notice and booking window already applied. Their current slot is set aside so a same-day move is fine. There's room for a short note about why. Once they confirm, the page shows the new and previous times and offers to move it again or cancel.

When an appointment moves, it keeps its status: a confirmed one stays confirmed, because the new slot was already open. The Google Calendar event moves with it, and anyone invited gets Google's usual notice. On Team workspaces, if the original agent is busy at the new time but another bookable agent is free, the event lands on that agent's calendar and the appointment is reassigned. The client gets a "your appointment has moved" email with both times. The assigned agent (or the workspace owner) gets a notice with any reason the client gave, plus a line confirming whether the calendar event moved. Workflows with the appointment_rescheduled trigger fire. A moved appointment shows a ↻ ×N pill, and the timeline card shows the old time struck through along with who moved it. If the calendar event could not be moved, you'll get a warning on this page and in the email so you can fix it by hand.

Cancelled and completed appointments can't be rescheduled. To limit how late a client can move things on their own, set a reschedule cutoff in the Settings popup.

Status flips

Each appointment has a quick-action menu: Reschedule (for pending and confirmed appointments), Confirm, Mark completed, Cancel, Delete. Marking completed can fire the appointment_completed workflow trigger. Cancelling sends a cancellation email to the booker by default and surfaces in the appointment card with strike-through styling. The cancel window also offers "Reschedule instead" when the time is the only problem.

Attachments on status emails

When you change a status and leave "Send an email notification" checked, the message can carry file attachments — up to 5 files, 10MB each, 24MB total (PDF, images, Word, Excel, or text). Useful for sending a prep document or a revised quote with the confirmation.