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How to add notes to an appointment and mark whether the client showed or no-showed

In Calendars, open the appointment (or use Appointment List View) and, on the Notes tab, click Add Internal Note. The note also appears on the contact, the opportunity and the conversation. In the list, change the Status right on the row: Confirmed, Showed, No Show, Cancelled or Invalid.

Updated on

Before you start

  • You need access to Calendars and permission to edit appointments.
  • Internal notes are never sent to the client or to the external calendar (Google/Outlook).
  • Marking Showed or No Show doesn't push an update to the external calendar.
Where to find it

Calendars › (open the appointment) › Notes › Add Internal Note

Step by step

Add a note from calendar view

  1. Open Calendars › Calendar View and click the appointment.
  2. Click the Notes tab, then Add Internal Note.
  3. Write the note (bold, italics, lists and links are supported) and click Save.
  4. The same note appears on the linked contact, opportunity and conversation; editing or deleting it in any of those places changes it everywhere.

Add a note from the appointment list

  1. Open Calendars › Appointment List View.
  2. On the appointment's row, click the three dots and choose Edit.
  3. Under Internal Note(s), click Add Internal Note, write it and save.

Change the status (showed, no show, cancelled)

  1. In Calendars › Appointment List View, find the appointment.
  2. Click the Status dropdown on the row and choose Confirmed, Showed, No Show, Cancelled or Invalid. The change saves immediately.
  3. Alternatively, open the appointment, edit the details and change the Status field in the same panel as the notes.

Find notes and appointments

  1. In the appointment's notes, use the filter to show only User, Workflow or API notes, the sort icon to order by date, and the search box.
  2. In the appointment list, use the Upcoming, Cancelled and All tabs, or create a smart list with filters (e.g. status = No Show, date = this week).

Tips

  • Notes record who wrote them and when: handy for handing a case to a colleague.
  • What the client typed in Additional Information when booking shows on the appointment but isn't copied to the contact record.
  • On recurring appointments, each session has its own notes; they aren't copied to later sessions.

Common problems

  • I can't find the note on the contact record → Only the appointment's internal notes show on the contact. The client's Additional Information and the description from Google/Outlook stay on the appointment only.
  • I deleted a note by mistake → Deleting removes it everywhere, but it can be restored within 30 days.
  • I set No Show and the client got a Google email → That shouldn't happen: status changes aren't sent to the external calendar. Check you didn't reschedule or edit the time at the same time.
  • I cancelled the appointment and the notes disappeared → Changing the status doesn't delete notes. Open the appointment from the list's Cancelled tab: the notes are still there.

Frequently asked questions

Can a workflow add a note automatically?

Yes. There's a workflow action to create an appointment note; those notes show with the Workflow source in the filter.

Does the Google event description show here?

Only with two-way sync on, and only on the appointment, as external context.

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