What it’s for
Book a time for a contact, change the date, or cancel, without the customer using the public link.Who can do it
Anyone with access to the Calendar screen. At least one calendar must exist. It appears if the agency has enabled the Calendar module for the organization.Where to click
In Calendar, click New appointment, or click a ”+ free” block in the Week view to schedule at that time.Step by step
1
Choose the contact
Search for the contact. If the person is not in your records, use Add without contact… and enter the guest’s name, email, or phone.
2
Choose calendar and time
Select the Calendar and, if there is one, With whom. The Free slots list shows the options. For another day, use Pick another day and time.
3
Fill in the details
If needed, change the Duration, write Notes (internal, the guest does not see them), choose Repeat, use Add STMeet video call, or Add reminder.
4
Confirmation by WhatsApp
Tick Confirm via WhatsApp to send the summary with Confirm / Reschedule buttons. If the contact has no phone, the option is unavailable. Reminder the day before goes out at 6 PM the day before.
5
Schedule
Click Schedule. The screen shows “Appointment created”.
Offer times
Instead of choosing yourself, click Offer. The contact receives free times in the conversation and picks one through the link. The time stays free until someone books it. Outside the 24-hour window, the message uses an approved template; without one, a notice appears asking you to create a Scheduling template.Reschedule
- By dragging: in Week or Month, drag the block to another time. “Appointment moved.” appears with Undo (valid for 10 min).
- By editing: open the appointment, use Change date and time, and save (“Appointment updated”).
- If the customer asked for another time, the status Reschedule (customer asked) appears on the appointment.
Cancel
Open the appointment and click Cancel appointment. Tick Tell … on WhatsApp, with the link to reschedule if you want to notify them. For series, choose Only this one, This and the following, or All in the series. Confirm with Cancel appointment; Keep it backs out. For people who did not show up, use the status No-show (or the No-show button, when there is a deposit).What happens next
The appointment appears in the calendar and, with Google connected, becomes an event there. The status can be Scheduled, Confirmed, Cancelled, Completed, or No-show. Times show the browser’s time zone.Common errors
- “Conflicts with … at that time.” Use Book anyway or Move anyway only if it is on purpose.
- “Enter the guest’s name, email, or phone.”
- “No free slots on this day. Pick another day and time.”
- “Google events are read-only.” Edit in Google Calendar.
- “Could not move right now. Nothing was changed.”
- ” was not notified: the 24-hour window is closed.”