Appointments

An appointment is anything you put in the diary yourself — a site visit, an estimate, a consultation, a meeting. They sit on the calendar beside everything the product works out for itself, and they are the only entries there you edit directly.

Book an appointment

Three ways to start one, and the last two save you typing:

• New Appointment on the calendar.
• Click an empty date in month view, which fills the date in.
• Click an empty slot in week view, which fills in the date and the time.

You need a title, a date and a start time. If there is no end time, it assumes an hour. The All day toggle drops the times entirely, which is what you want for a delivery window or a day on a site.

Optionally add a location, notes, the job it is for and the client.

Link it to a job and a client

Pick the job and the client is filled in from it — you can override that if the meeting is genuinely with somebody else.

The client picker searches by name, business, email or phone, and has + Add new client in the list, so a call that turns into a site visit does not make you stop and go set up a client first.

An appointment does not have to have either. Something that is just your own time is a valid appointment.

Avoid double-booking yourself

When you save, the product checks whether the appointment overlaps one you already have, and tells you if it does. An all-day appointment counts as overlapping anything else that day.

The warning is advice, not a refusal. You can save over it — two things genuinely do sometimes overlap, and a scheduler that refuses to believe you is a scheduler people work around.

It checks your own appointments only, not milestones or invoice due dates, because an invoice falling due is not a demand on your time.

Remind your client the day before

An automatic reminder email goes to the client before the appointment. You choose how far ahead — anywhere from one to thirty days, one day by default — under Settings → Client Reminders.

One reminder per appointment, never a repeat. It is skipped for a canceled appointment, one with no client on it, and any individual appointment where you have turned the reminder off.

Reminders by email are on every plan. Sending them by text is part of SMS notifications and needs Professional, because a text costs per message.

Cancel one

Canceling hides an appointment rather than deleting it. Canceled appointments are out of the way by default, and Show canceled in list view brings them back, grayed out. You can restore one at any time.

Nothing here is ever hard-deleted, so “what happened to that Tuesday visit” always has an answer.