Skip to main content
The Appointments section within Calendars lets you manage all scheduled appointments — book new ones, view upcoming events, edit details, add guests, create recurring appointments, and add notes.

​
Booking a new appointment

1

Navigate to Calendars

Open the Calendars section from the left sidebar.
2

Click 'Book Appointment'

Click the ”+ New Appointment” or “Book Appointment” button.
3

Select the contact

Search for an existing contact or create a new one for this appointment.
4

Choose the calendar

Select which calendar this appointment should be added to.
5

Set date and time

Pick the appointment date, start time, and end time. For service appointments, the duration is set by the service configuration.
6

Add optional details

  • Meeting notes — add any pre-meeting context
  • Guests — add additional attendees
  • Assigned user — set which team member is hosting
  • Status — set to Confirmed, Pending, or another status
7

Save

Click Save to book the appointment.

​
Viewing appointments

The in-app calendar displays all appointments in your selected date range. You can also view appointments:
  • From a contact record — open the contact and click the Calendar icon to see all appointments linked to that contact
  • In the Appointments tab — the dedicated Appointments list view within the Calendars section, with filtering and sorting options

​
Smart lists in appointments

The Appointments section supports smart lists — saved filter views for your appointments. Create a smart list to quickly see, for example, all pending appointments for next week, or all appointments assigned to a specific team member.

​
Editing an appointment

1

Find the appointment

Click on the appointment in the calendar view, or find it in the Appointments list.
2

Click Edit

Click the Edit button or the pencil icon to open the editing form.
3

Update the details

Modify any fields — date, time, notes, status, or guests.
4

Save

Click Save to apply your changes.

​
Adding guests to an appointment

Open an appointment and click ”+ Add Guest”. Enter the guest’s email address. Guests receive a calendar invite and can accept or decline. You can add multiple guests to a single appointment.

​
Adding notes to an appointment

Open the appointment and scroll to the Notes section. Click ”+ Add Note” to enter your text. Notes are visible to all users with access to the appointment.

​
Recurring appointments

​
Booking a recurring appointment from a contact record

When creating an appointment from a contact record or the calendar, look for the Recurrence option and set:
  • Frequency — daily, weekly, monthly, or custom
  • Interval — e.g., every 2 weeks
  • End date or count — when the recurrence stops

​
Setting up recurring appointments in calendar settings

You can also configure recurring appointment templates in Calendar Settings > Recurring Appointments. This allows you to create schedules that repeat automatically based on your defined rules.

​
Collective booking: dynamic team assignment

Collective booking allows multiple team members to be automatically assigned to appointments based on availability. When a contact books a time, Hoop selects the best available team member according to your configured rules. This is useful for round-robin and collective calendar types.

​
Cancelling an appointment

Open the appointment and click Cancel (or select Cancel from the three-dots menu). The contact will receive a cancellation notification if configured.
Last modified on March 4, 2026