Skip to main content
Every contact record includes an Appointments tab that lets you view the contact’s full booking history and create new appointments without leaving the contact view. You can schedule meetings, service appointments, or any calendar type that has been set up in your account.

​
Accessing appointments on a contact record

1

Open the contact record

Navigate to Contacts > Smart Lists and click the contact’s name.
2

Open the Appointments tab

In the right-side information panel, click the Appointments tab. A list of the contact’s upcoming and past appointments is displayed.
The Appointments tab shows two views:
  • New — upcoming appointments that have not yet occurred
  • Previous — past appointments with their final status (completed, cancelled, no-show)
Use the search bar at the top of the tab to find a specific appointment by title or date.

​
Booking an appointment

1

Click Add

In the Appointments tab, click + Add to open the appointment booking form.
2

Choose the appointment type

Select the type of appointment:
  • Meetings — standard meeting-type calendars
  • Services — service-based calendars with assigned service providers
The options available depend on which calendars have been configured in your account.
3

Select a calendar

Choose the specific calendar to book the appointment on from the Calendar dropdown.
4

Configure the appointment details

Fill in the appointment fields:
FieldDescription
TitleCustom title for the appointment; leave blank to use the calendar’s default
DescriptionAdditional context or notes about the booking
Team memberThe user assigned to the appointment; or leave on automatic assignment
AttendeesAdd other contacts as guests who will receive confirmation details
Time zoneThe time zone for the date and time selection
DateClick a date on the calendar to select it
Time slotAvailable slots appear based on the calendar’s availability; unavailable times are greyed out
Meeting locationPhysical address, video link, or phone number; defaults to the calendar’s configured location if left blank
StatusSet as Confirmed or Unconfirmed
5

Book the appointment

Click Book Appointment. The appointment is added to the calendar and to the contact’s Appointments tab. Confirmation emails and reminders are sent automatically if configured on the calendar.
If a time slot shows as unavailable, check the assigned team member’s calendar availability settings. Blocked times, lunch breaks, and existing bookings all reduce available slots.

​
Editing an appointment

1

Locate the appointment

In the Appointments tab of the contact record, find the appointment card.
2

Open the edit view

Click the three-dot icon on the appointment card, then click the pencil icon to open the full edit form.
3

Make changes and save

Update any fields as needed. Click Save to apply the changes. Updated confirmation details are sent to the contact if notifications are enabled on the calendar.

​
Rescheduling an appointment

To move an appointment to a different date or time, open the edit view (as above) and select a new date and time slot. Save the appointment to confirm the new time. If the contact needs to reschedule themselves, they can do so through the rescheduling link included in their confirmation email — provided the calendar has the reschedule option enabled.

​
Cancelling an appointment

1

Open the appointment card

In the Appointments tab, find the appointment and click the three-dot icon.
2

Select Cancel

Click Cancel from the menu. A confirmation popup appears.
3

Confirm the cancellation

Click Confirm to cancel the appointment. The appointment status changes to Cancelled and any workflows triggered by appointment cancellation will start automatically.
Cancelling an appointment from the contact record does not automatically send a cancellation email to the contact unless a workflow or calendar notification is configured to do so.

​
Appointment statuses

StatusDescription
ConfirmedAppointment is active and scheduled
UnconfirmedBooking is tentative and awaiting confirmation
ShowedContact attended the appointment (can be set manually)
No ShowContact did not attend (can be set manually or by workflow)
CancelledAppointment was cancelled by either party
InvalidAppointment could not be processed due to a configuration issue
You can update the status manually by editing the appointment and selecting the appropriate value from the Status field.

​
Adding attendees

A single appointment can include multiple attendees. This is useful for group sessions, discovery calls with multiple stakeholders, or internal team meetings. To add attendees when booking or editing an appointment:
  1. Click the Attendees field
  2. Search for and select additional contact records
  3. Each attendee receives their own confirmation email (if notifications are enabled)

​
Viewing appointments across the account

To see all appointments across all contacts — not just within a single record — navigate to Calendars in the main navigation. The calendar view lets you filter by team member, calendar, and date range to get a complete picture of your booking pipeline.

​
Frequently asked questions

Yes. An email address is not required to create an appointment manually from a contact record. However, the contact will not receive email confirmation or reminders unless an email address is on file.
The booking form only displays available time slots. If a slot appears unavailable, the calendar’s availability settings are preventing it from being shown. You can override availability in some calendar configurations — check the calendar settings for that option.
Yes, if the self-rescheduling and self-cancellation options are enabled on the calendar. Contacts can use the links in their confirmation email to manage their own bookings within the rules you set.
Not automatically. You can associate an appointment with an opportunity manually, or use a workflow to create this linkage when an appointment is booked.
Last modified on March 5, 2026