Book and manage appointments in HoopAI

The Appointments section within Calendars lets you manage all scheduled appointments across your account. You can book new ones manually, edit existing ones, add guests, create recurring appointments, add notes, and use smart list filters to find appointments quickly.

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Viewing appointments

Appointments can be viewed in two places:

• Calendar view — the main calendar in the Calendars section displays all appointments in day, week, or month layout
• Appointments list — a dedicated list view within the Calendars section with filtering, sorting, and column customization

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Appointment list columns

The appointments list shows the following information by default: Use the Manage Columns option to show or hide additional fields.

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Filtering and sorting

Click the Filter icon to filter appointments by:

• Date range — past, upcoming, or a custom range
• Status — Confirmed, Pending, Cancelled, No Show, etc.
• Calendar — filter to a specific calendar
• Assigned user — show only appointments for a specific team member
• Contact — find all appointments for a specific contact

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Smart lists in appointments

Save a filter configuration as a smart list to reuse it later:

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Viewing an appointment in calendar view

Click on any appointment in the calendar to open the appointment modal. The modal shows:

• Contact name (linked to the contact record)
• Calendar name and assigned user
• Appointment status
• Date, time, and duration
• Meeting location or video link
• Notes
• Guest list
• Actions: edit, cancel, reschedule, or change status

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Booking a new appointment

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Editing an appointment

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Adding guests to an appointment

Guests are additional attendees beyond the primary contact.

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Creating a recurring appointment

Recurring appointments repeat on a defined schedule from a single booking.

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Editing a recurring series

When you edit a recurring appointment, you can choose to:

• Edit this appointment only — change only the selected occurrence
• Edit this and all following appointments — update the remaining series from this point
• Edit all appointments in the series — apply changes to every occurrence

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Manual confirmation of appointments

When a calendar has Manual Confirmation enabled, new bookings arrive in Pending status rather than being immediately confirmed. A team member must approve or reject the appointment before the contact receives a confirmation. To approve a pending appointment:

1. Open the appointment from the Appointments list or calendar view.
2. Change the status from Pending to Confirmed.
3. The contact receives their confirmation notification at that point.

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Cancelling an appointment

Open the appointment and click Cancel (or select Cancel from the three-dots menu). If the cancellation policy is configured in the calendar, the contact may also have a self-service cancellation link in their confirmation email.

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Appointment list view

The appointment list view provides a spreadsheet-style interface for managing appointments in bulk, as an alternative to the visual calendar view.

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Switching to list view

In the Calendars section, click the List tab (next to the Calendar tab) to switch to list view. The list displays all appointments in a sortable, filterable table.

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List view capabilities

• Sort by date, status, calendar, contact name, or assigned user
• Filter using the filter bar — combine date range, status, calendar, and user filters
• Bulk actions — select multiple appointments to update statuses, export, or cancel in bulk
• Column customization — click Manage Columns to show or hide fields like notes, payment status, and custom fields
• Quick edit — click on any appointment row to open the detail modal for editing

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When to use list view vs. calendar view

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Appointment statuses

Appointment statuses track the lifecycle of a booking: Update the status by opening the appointment and selecting the new status from the dropdown.