Booking Appointments
Manage the calendar, create appointments, and track their lifecycle
On this page
Calendar Overview
Schedule is your dispatch source of truth. Switch between Week, Month, and Agenda views (mobile uses Agenda), navigate with previous/next/Today, and filter by technician. Times are shown in your business timezone — a hint appears when your device is in a different zone.
Where Appointments Come From
- The AI receptionist books directly during calls and chats (if booking capability is enabled)
- Customers self-schedule through your booking links
- Your team books manually from a lead or with New Appointment on the Schedule page
Create a Manual Appointment
Click New Appointment
The creation flow opens from Schedule. Pick the customer — an existing lead, or new details for a walk-in or phone booking.
Set service, time, and technician
Choose the service, date and time window, and assign ownership.
Save and validate
Confirm the event appears in the expected view and the customer receives a confirmation message.
The Appointment Lifecycle
Open any event to see its detail dialog. The available actions move the appointment through its lifecycle:
| Action | When to Use |
|---|---|
| Confirm | The customer verified they will attend |
| Check-in | Work has started on site |
| Complete | The job is finished |
| Cancel | The appointment is off — a cancellation reason is recorded |
| Mark No-Show | The customer did not appear (available once the start time has passed) |
Calendar Sync
Connect Google Calendar or Microsoft Outlook in Settings › Integrations to keep external calendars in sync, including per-technician calendar mapping for Google.
Scheduling Troubleshooting
| Issue | Check | Fix |
|---|---|---|
| Appointment saved but not visible | Current view range and technician filter | Switch the date range and clear the technician filter |
| Times look shifted by hours | Device timezone differs from business timezone | The calendar shows business time — check the timezone hint and Settings |
| Customer did not receive confirmation | Channel status and contact method | Verify the channel in Settings › Channels and the templates in AI Receptionist › Personality |
| Double-booking risk | Technician assignment overlap | Reassign or move one appointment before dispatching |