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Booking Appointments

Appointments can be booked from multiple places in the CRM, or by sharing a calendar link directly with a prospect. This flexibility makes it easy to schedule regardless of where in the system the conversation is happening.

Every CRM account includes personalized calendar links that can be shared with contacts. When a prospect receives the link, they can select an available time and book directly.

Calendar links can be found in the CRM under Settings → Calendars. Copy the link and share it via text, email, or any other channel.

Booking from the Contact view

  1. Navigate to Contacts and open the contact record.
  2. Click Appointments in the contact sidebar.
  3. Click Add Appointment.
  4. Select the calendar type (e.g., phone call, meeting).
  5. Choose the date and time from the available slots.
  6. Click Book Appointment.

For custom timing outside standard slots, use the custom time option to set a specific start and end time.

Booking from the Opportunities view

  1. Navigate to Opportunities (the pipeline view).
  2. Click on the opportunity card.
  3. Use the calendar option in the left sidebar.
  4. Select the calendar, date, and time.
  5. Confirm the booking.

Booking from the Conversations view

While in an active conversation, an appointment can be booked directly without leaving the message thread:

  1. Open the conversation.
  2. Click the calendar icon or appointment option.
  3. Select the calendar and time.
  4. Confirm the booking.

This is often the fastest method during live conversations when a prospect confirms availability.

What happens when an appointment is booked

Once an appointment is confirmed, the following actions occur automatically:

  1. Confirmation email. Sent to the contact with the date, time, and meeting details.
  2. Calendar sync. The appointment appears on the synced Google Calendar or Outlook calendar.
  3. CRM update. The contact record and pipeline are updated to reflect the booking.
  4. Reminders. Automated reminders are sent to the contact at intervals before the appointment (typically 24 hours, 2 hours, and 15 minutes before).
  5. Internal notification. The assigned team member receives an email notification.

Rescheduling and cancelling

Contacts can reschedule or cancel through the confirmation email they received. When this happens, the CRM automatically updates:

  • The calendar event
  • The contact record
  • Any active automations or reminder sequences

To reschedule or cancel from the CRM side, open the appointment in the Calendar view or the contact record and make the change. The contact will be notified automatically.

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Booking an appointment triggers automations. Confirmation emails, reminders, and pipeline updates are all handled automatically. Be aware that clicking "Book Appointment" initiates this sequence immediately.