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Schedule appointments

How to book an appointment manually for a client

In Calendars, click New (or an open slot in Calendar View), choose the calendar and the contact, set the date, time and location, and save. You can also book from Conversations, Contacts or Opportunities.

Updated on

Before you start

  • The calendar you'll book into must already exist.
  • You need access to that calendar (to book for a coworker, their calendar must be available to you).
  • The client can already be in Contacts or be created while booking.
Where to find it

Calendars › Calendar View › New

Step by step

1. Open the booking window

Pick the most convenient place:

  • From the calendar: in Calendars, open Calendar View and click New, or click an open slot directly.
  • From a conversation: in Conversations, open the client's conversation, click the calendar icon in the sidebar and then Book Appointment.
  • From the contact record: in Contacts, open the contact, go to the Appointments tab on the right and click + Add.
  • From an opportunity: in Opportunities, open the opportunity, go to the appointment section, click + New Appointment and choose Meetings, Services or Rentals.

2. Fill in the appointment

  1. Choose the calendar the appointment goes into.
  2. Choose the contact (or create a new one).
  3. Enter a title (for example, "Consultation with Sarah Miller") and, optionally, a description.
  4. Pick the date and time from the available slots. If you need a time outside availability, choose Custom and enter the start and end time.
  5. Choose the location: the calendar's default, a connected video meeting or a custom location (address or link).
  6. For a recurring session, turn on recurrence and set the frequency and duration.
  7. Click Save (or Book Appointment).

3. Block off time (optional)

  1. In the same window, open the Blocked Off Time tab.
  2. Choose whether to block a specific user or the whole calendar.
  3. Set the start and end time.
  4. Save. No slots are offered for new bookings during that period.

Tips

  • Book while you're on the phone with the client to lock in the slot right away.
  • The time zone is detected automatically and shown in the booking window. Double-check it if the client is in another time zone.
  • Make a test booking to confirm your reminders and automations work.

Common problems

  • I booked it but don't see it on the calendar → Check that you picked the right calendar and contact, and that no filters (users, calendars or groups) are active in Calendar View.
  • A coworker's calendar isn't in the list → You don't have access to that calendar. Ask an admin to grant it.
  • The time the client wants isn't shown → It's outside availability or already taken. Use Custom to pick the time manually.
  • I blocked off time, will an existing appointment be removed? → No: blocked time only stops new bookings and keeps the ones already there.

Frequently asked questions

Can I book for another team member?

Yes. Just pick that person's calendar in the booking window.

Does the client get a confirmation when I book?

They get whichever notifications are turned on in that calendar's Notifications tab.

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