Manually Booking Calendar Appointments

Sometimes you need to schedule appointments on behalf of others—whether for leads, clients, or team members. Your CRM allows you to manually book appointments from multiple areas of the platform, giving you full control over scheduling even when contacts are unavailable or need assistance.

Key Benefits of Manual Booking

Manually booking appointments offers flexibility and efficiency in various scenarios:

• Schedule appointments for leads or customers who are unable to book themselves
• Secure time slots instantly while on a call
• Confirm appointments via SMS or email responses
• Book internal meetings with team members directly
• Create test appointments to verify workflows and reminders
• Select specific dates, times, and calendars with precision
• Work across time zones with automatic detection
• Set up recurring events and block off time to manage availability

Accessing the Book Appointment Feature

You can start the booking process from several locations in your CRM:

From Conversations

Navigate to Conversations, select a contact, and click the calendar icon in the sidebar to find the Book Appointment button.

From Contacts

Go to Contacts, open a contact's profile, click the Appointments tab on the right, and select the +Add option.

From Calendar

Visit Calendars and enter Calendar View. Click either the New button or a specific time slot to book directly.

From Opportunities

Open an opportunity from the Opportunities section, access the Book/Update Appointment area, click + New Appointment, and choose Meetings, Services, or Rentals.

Booking the Appointment

Once you open the Book Appointment modal, follow these steps:

Step 1: Select Calendar and Contact

Choose which calendar to use and assign the appointment to a contact.

Step 2: Add Appointment Details

Enter the appointment title, date, start and end times, and location. The system automatically handles time zones. You can also set recurring appointments and provide custom meeting links if needed.

Step 3: Block Off Time (Optional)

Use the Blocked Off Time tab to prevent new bookings during specific periods—ideal for breaks, training, or vacations. This only affects new appointment availability and does not delete existing appointments.

Pro Tips

• You can schedule for any team member whose calendar you have access to
• Time zones are automatically detected and displayed
• Use recurring appointments for regular sessions
• Block off time to maintain organized availability