Appointments

Schedule, manage, and track appointments with contacts. Appointments integrate seamlessly with Cal.com to automatically generate meeting links, send email invites, and sync calendar updates. Perfect for consultations, sales calls, demos, and follow-up meetings.

Common Use Cases

Key Benefits

Prerequisites

Before creating appointments, ensure you have:

Creating an Appointment

Follow these steps to create a new appointment. The process is straightforward and takes just a few minutes.

Step 1: Basic Information

1. 1

   Click "Add Appointment": In the Appointments page, click the Add Appointment button. A drawer will open from the right side.

2. 2

   Enter Title: Give your appointment a descriptive title (e.g., "Sales Consultation with ABC Corp", "Technical Support - Account Setup", "Follow-up: Product Demo").

   Best Practice: Use clear, searchable titles that help you quickly identify appointments later.

3. 3

   Enter Attendee Details: Fill in the attendee's name and email address. These are required and will be used to send calendar invites.

   • Attendee Name: Full name of the person attending the meeting.
   • Attendee Email: Valid email address where they'll receive the invite.
4. 4

   Enter Phone Numbers (for new appointments only):

   • To: The recipient's phone number (who the appointment is for).
   • From: Your phone number (the caller/organizer).

   Note: These fields are only shown when creating new appointments. They're locked when editing existing appointments.

Step 2: Select Date & Time

Choose when the appointment will take place. Available slots are fetched from Cal.com based on your configured availability.

1. 1

   Select Start Date: Click the date picker and choose the date for your appointment. The system will automatically fetch available time slots for that date.

   Note: You'll see a loading spinner while available slots are being fetched from Cal.com.

2. 2

   Choose Time Slot: Once slots are loaded, select your preferred time from the dropdown. Only available slots are shown based on your Cal.com availability settings.

   Understanding Available Slots

   • Slots are based on your Cal.com event type's availability
   • Your working hours and timezone settings affect available slots
   • Already booked times won't appear as available
   • If no slots appear, try selecting a different date

Step 3: Optional Fields

Add additional context and organization to your appointments (optional but recommended).

Step 4: Create Appointment

Review all information and create the appointment.

1. 1

   Review Information: Double-check all fields, especially attendee email and selected time slot.

2. 2

   Click "Create Appointment": The appointment will be created in both your system and Cal.com.

3. 3

   Confirmation: Once created:

   • Appointment appears in your appointments list
   • A meeting link is automatically generated (based on your Cal.com event type)
   • Email invite is sent to the attendee with calendar link and meeting details
   • Appointment is synced to your Cal.com calendar

Editing & Rescheduling Appointments

You can edit appointments to update details or change the date/time. When you change the date or time, the appointment is automatically rescheduled in Cal.com.

How to Edit an Appointment

1. 1

   Find the Appointment: In table view, click on the appointment title. In calendar view, click on the appointment event.

2. 2

   Edit Drawer Opens: The same drawer used for creation will open with all current values pre-filled.

3. 3

   Make Changes: Update any fields you want to change. Note that "To" and "From" fields are locked and cannot be changed.

4. 4

   Click "Update Appointment": Changes are saved to both your system and Cal.com.

Rescheduling Explained

When you change the date or time of an appointment, it's automatically rescheduled in Cal.com:

Cancelling Appointments

Cancel appointments when they're no longer needed. Cancellations sync to Cal.com and notify attendees automatically.

How to Cancel

1. 1

   Find the Appointment: In table view, locate the appointment and click the Delete (trash icon) button in the Actions column.

2. 2

   Confirm Cancellation: A confirmation dialog will appear. Click Confirm to proceed with cancellation.

3. 3

   Cancellation Process: The system will:

   • Cancel the booking in Cal.com
   • Send cancellation email to the attendee
   • Update appointment status to "Cancelled"
   • Remove from active calendar view (still visible in table view with cancelled status)

View Modes

Switch between table and calendar views to manage appointments in the way that works best for you.

Table View

Table view provides a detailed, sortable list of all appointments with powerful search and filtering capabilities.

Features

• Complete Information: See all appointment details at a glance: title, attendee, date/time, status, meeting link, and more.
• Sortable Columns: Click any column header to sort by that field (title, date, status, attendee, etc.). Click again to reverse sort order.
• Search Functionality: Search by title, attendee name, business name, or label. Results update as you type.
• Pagination: Control how many appointments display per page (10, 25, 50, or 100).
• Quick Actions: Edit or cancel appointments directly from the table using action buttons.
• Status Badges: Color-coded status indicators (Active, Pending, Completed, Cancelled) for quick visual identification.
• Meeting Links: Direct access to meeting URLs from the table for easy joining.

Best For

• Managing many appointments at once
• Searching for specific appointments
• Reviewing appointment history and details
• Bulk operations and data analysis

Calendar View

Calendar view provides a visual, calendar-style grid showing appointments by date. Perfect for seeing your schedule at a glance.

Features

• Visual Calendar Grid: See appointments laid out on a monthly calendar with dates and times visible.
• Color-Coded Events: Appointments are color-coded by status:
  • Active: Green - Confirmed and active appointments
  • Pending: Yellow - Awaiting confirmation
  • Completed: Blue - Past appointments
  • Cancelled: Red - Cancelled appointments (hidden from calendar)
• Click to Edit: Click on any appointment event to open the edit drawer.
• Navigate Months: Use calendar navigation to view different months and see future or past appointments.
• Day View: See all appointments for a specific day when you click on a date.

Best For

• Visualizing your schedule
• Seeing appointment density and availability
• Planning ahead for busy days
• Getting a bird's-eye view of your calendar

Switching Between Views

Use the toggle button in the top-right corner of the Appointments page to switch between Table View and Calendar View. Your preference is maintained during your session.

Cal.com Integration

Appointments are powered by Cal.com integration. Understanding how it works helps you use appointments more effectively.

Setup Requirements

Before creating appointments, configure Cal.com in your Settings:

1. Get Cal.com API Key:

   • Log in to your Cal.com account
   • Go to Settings → Developer → API Keys
   • Click Create API Key
   • Copy the generated API key (you won't see it again, so save it securely)

2. Find Event Type ID:

   • In Cal.com, go to Event Types
   • Click on your default event type (or create one)
   • The Event Type ID is in the URL or settings page
   • Note the duration (15min, 30min, 1 hour, etc.)

3. Configure in App Settings:

   • Go to Settings in your app
   • Enter your Cal.com API Key
   • Set your Default Event Type ID
   • Set your Timezone (important for accurate scheduling)
   • Optionally set Event Duration if you want to override Cal.com settings

4. Refresh Event Types:

   • In Settings, use the Refresh Event Types button
   • This syncs your Cal.com event types to the app
   • Run this whenever you add or modify event types in Cal.com

How Integration Works

Meeting Links

Meeting links are automatically generated by Cal.com based on your event type configuration. The type of meeting link depends on what you've configured in Cal.com:

• Zoom: If your Cal.com event type uses Zoom, Zoom links are generated automatically
• Google Meet: If configured for Google Meet, Google Meet links are created
• Microsoft Teams: Teams links if Teams is configured
• Cal.com Video: Built-in Cal.com video conferencing if no external provider is set
• In-Person: If your event type is "In-Person", no meeting link is generated

Tip: To change meeting link type, update your Cal.com event type settings, then use "Refresh Event Types" in your app Settings.

Appointment Statuses

Appointments have different statuses that indicate their current state. Understanding statuses helps you track appointments effectively.

Common Scenarios & Solutions

No available slots showing for a date

Possible Causes & Solutions:

• Outside working hours: Check your Cal.com event type availability settings. Slots only show during configured working hours.
• Date in the past: Ensure you're selecting a future date. Past dates won't have available slots.
• Already fully booked: The date may be completely booked. Try selecting a different date.
• Cal.com configuration: Verify your default event type in Settings is configured correctly and has availability set up in Cal.com.
• Timezone mismatch: Check that your timezone in Settings matches your actual timezone. Mismatches can cause slot calculation errors.
• API connection issue: If slots never load, verify your Cal.com API key is valid and working.

Attendee not receiving email invites

Troubleshooting Checklist:

• Check email address: Verify the attendee email is correct and properly formatted (email@example.com).
• Check spam folder: Email invites may go to spam. Ask attendee to check spam/junk folder.
• Cal.com email settings: Ensure Cal.com is configured to send emails (check Cal.com settings).
• Email provider issues: Some email providers block automated emails. Check Cal.com logs or contact support if needed.
• Verify appointment creation: Confirm the appointment was created successfully in your app and Cal.com.
• Resend manually: You can manually resend invites from Cal.com if needed.

Meeting link not appearing or invalid

Solutions:

• Check Cal.com event type: Meeting links are generated based on your Cal.com event type settings. Ensure your event type is configured with a video conferencing provider (Zoom, Google Meet, etc.).
• In-person events: If your event type is set to "In-Person", no meeting link is generated (this is expected).
• Refresh after reschedule: After rescheduling, wait a moment for the new meeting link to generate and sync.
• Check Cal.com directly: Log into Cal.com and verify the booking exists and has a meeting link there.
• Verify API connection: Ensure your Cal.com API key is valid and has proper permissions.
• Update event type: If meeting links aren't generating, update your Cal.com event type to use a video conferencing provider, then refresh event types in Settings.

Reschedule not updating in Cal.com

Checklist:

• Verify API key: Ensure your Cal.com API key is valid and hasn't expired.
• Check booking UID: The appointment must have a valid booking_uid. If missing, reschedule may fail silently.
• Confirm new time is available: The new time slot must be available in Cal.com. Try selecting a different slot.
• Wait for sync: Reschedule operations may take a few seconds. Wait a moment and refresh.
• Check error messages: Review any error messages shown in the app when rescheduling.
• Verify in Cal.com: Log into Cal.com directly and check if the reschedule was applied there.
• Check appointment status: Verify the appointment status updated to "Rescheduled" in your app.

Appointment created but not in Cal.com

Troubleshooting Steps:

• API key permissions: Verify your Cal.com API key has permission to create bookings. Check Cal.com API key settings.
• Event type ID: Confirm your default event type ID in Settings is correct and exists in Cal.com.
• Check appointment status: Look at the appointment status. If it shows "Pending" or an error, the Cal.com creation may have failed.
• Review error messages: Check for any error messages when creating the appointment.
• Verify Cal.com account: Ensure your Cal.com account is active and not suspended.
• Check booking_uid: If the appointment has a booking_uid but doesn't exist in Cal.com, there may have been a sync issue. Try creating a new appointment or contact support.
• Network/API issues: Temporary network or API issues can cause creation to fail. Try creating the appointment again.

Timezone showing incorrect times

Solution:

• Update timezone in Settings: Go to Settings and set your correct timezone. This affects how all times are displayed.
• Verify Cal.com timezone: Ensure your Cal.com account timezone matches your app timezone to avoid confusion.
• Check appointment times: All times are stored in UTC internally and converted to your timezone for display. If times look wrong, timezone settings may be incorrect.
• Refresh after timezone change: After updating timezone, refresh the appointments page to see times updated correctly.

Best Practices

Appointment Management

• Use descriptive titles: Clear titles help you find appointments quickly. Include context like company name or project.
• Add descriptions: Include agenda items, key topics, or notes in descriptions. This helps you prepare and remember important details.
• Use labels consistently: Establish a labeling system (by project, campaign, priority) and use it consistently for easier filtering and organization.
• Verify attendee emails: Double-check email addresses before creating appointments to ensure invites reach the right person.
• Review available slots: Check available slots before committing to a date to avoid scheduling conflicts.

Time Management

• Set correct timezone: Always verify your timezone in Settings matches your actual location. This prevents scheduling mistakes.
• Check Cal.com availability: Ensure your Cal.com availability settings match your actual working hours to avoid booking conflicts.
• Reschedule early: If you need to change an appointment, do it as early as possible to give attendees advance notice.
• Use calendar view for planning: Switch to calendar view to see your schedule density and avoid overbooking.

Cal.com Configuration

• Keep API key secure: Store your Cal.com API key securely. Don't share it or commit it to public repositories.
• Refresh event types regularly: If you modify event types in Cal.com, use "Refresh Event Types" in Settings to sync changes.
• Test integration: Create a test appointment after setup to verify Cal.com integration is working correctly.
• Monitor API usage: Keep an eye on Cal.com API usage if you're on a limited plan.

Communication

• Confirm with attendee: While email invites are sent automatically, a quick confirmation call or message ensures attendance.
• Send calendar invites manually if needed: If attendee doesn't receive email, you can manually send calendar invites from Cal.com.
• Include context in descriptions: Add meeting purpose, agenda items, or preparation notes in descriptions so both parties are prepared.
• Notify of changes promptly: When rescheduling, notify attendees as soon as possible in addition to the automatic email.

Related Resources