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 on a contact record showing upcoming and past bookings
- New — upcoming appointments that have not yet occurred
- Previous — past appointments with their final status (completed, cancelled, no-show)
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
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:
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.
Booking an appointment from a contact record
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
Viewing appointment status details on a contact record
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:- Click the Attendees field
- Search for and select additional contact records
- 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
Can I book an appointment for a contact who does not have an email address?
Can I book an appointment for a contact who does not have an email address?
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.
What happens if I book a time slot that is already taken?
What happens if I book a time slot that is already taken?
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.
Can contacts reschedule or cancel their own appointments?
Can contacts reschedule or cancel their own appointments?
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.
Are appointments linked to opportunities?
Are appointments linked to opportunities?
Not automatically. You can associate an appointment with an opportunity manually, or use a workflow to create this linkage when an appointment is booked.