Managing Appointments

Handle your day-to-day scheduling from the dashboard — confirm, reschedule, cancel, and track all your appointments.

Viewing Appointments

Go to Dashboard > Appointments to see all appointments across your businesses.

Each appointment shows:

• Customer name and phone number
• Service — What was booked
• Date and time — When the appointment is scheduled
• Duration — How long it will take
• Status — Scheduled, Confirmed, Completed, etc.
• Source — How it was created (Voice AI, Manual, Calendar Sync, etc.)
• Staff assigned (if applicable)

Appointment Actions

Confirming an Appointment

1. Click on a Scheduled appointment
2. Click Confirm

This marks the appointment as confirmed. If the customer’s email is on file, a confirmation email is sent automatically.

Cancelling an Appointment

1. Click on an appointment
2. Click Cancel
3. Enter a cancellation reason
4. Choose whether to notify the customer

The cancellation reason is tracked for your records. If the customer’s email is on file, a cancellation email can be sent.

Rescheduling an Appointment

1. Click on an appointment
2. Click Reschedule
3. Select a new date and time
4. The system checks for conflicts automatically

The original appointment is marked as Rescheduled and a new appointment is created at the new time. If the customer’s email is on file, a reschedule notification is sent.

Completing an Appointment

After an appointment takes place:

1. Click on the appointment
2. Click Complete

You can optionally add:

• Actual price — If different from the quoted price
• Internal notes — Notes for your records

Marking No Show

If a customer doesn’t show up:

1. Click on the appointment
2. Click No Show

This helps you track no-show patterns and follow up with customers who missed their appointments.

Creating Appointments Manually

1. Click New Appointment
2. Fill in the details:
   • Business — Which business
   • Service — Select a service type (or enter a custom service name)
   • Date and time — When to schedule
   • Duration — How long
   • Customer name and phone number (required)
   • Customer email — For confirmations and reminders
   • Notes — Any additional information
3. Click Create

The system automatically checks for conflicts with existing appointments and respects your service’s scheduling constraints.

Bulk Import

For importing multiple appointments at once:

1. Click Bulk Import
2. Upload a formatted file with appointment data
3. The system validates each appointment for conflicts
4. Review and confirm the import

Appointment History

Every appointment maintains a complete audit trail. Click on an appointment and view its History tab to see:

• When it was created and by whom (or which AI call)
• Every status change with timestamps
• Who made each change (user, AI agent, or system)
• Reschedule history with old and new times
• Notes and internal comments

Setting Up Reminders

For any appointment, you can schedule reminders:

1. Click on an appointment
2. Go to the Reminders tab
3. Click Add Reminder
4. Choose:
   • Channel — SMS, Email, Voice Call, or Push
   • Minutes before — How long before the appointment (e.g., 1440 for 24 hours, 60 for 1 hour)
   • Message template — Optional custom message

Reminders are sent automatically at the scheduled time.

Tips

1. Set up automatic reminders — Configure default reminders for all appointments to reduce no-shows
2. Use service types — Pre-configured services make booking faster and prevent scheduling errors
3. Check availability first — The dashboard shows a visual availability view to prevent double-booking
4. Review no-shows — Follow up with no-show customers to reschedule and reduce lost revenue