Appointments

The Appointments section gives you a complete view of every appointment booked through your AI receptionist. Filter, update statuses, and take action — all from one place.

Appointments Overview#

The appointments table shows all bookings for your organization with these columns:

• Date & Time — When the appointment is scheduled
• Staff Member — Who is assigned to the appointment
• Contact — The customer who booked
• Service — Which service was requested
• Status — Current appointment status
• Duration — How long the appointment is expected to last

By default, the view shows appointments for the next 7 days, but you can adjust the date range at any time.

Filtering Appointments#

Narrow down your view with multiple filters:

• Date Range — Select a start and end date to view appointments for any time period
• Staff Member — Filter by who is assigned (admins and managers can see all staff; providers see their own by default)
• Location — Show appointments for a specific business location
• Status — Filter by Pending, Confirmed, Cancelled, No Show, or Completed
• Search — Search by customer name or details

Mine vs. All#

Use the scope toggle to switch between:

• Mine — Only appointments assigned to you
• All — All appointments across your organization (available to admins and managers)

Appointment Statuses#

Track where each appointment stands:

Update a status directly from the table using the dropdown menu on any appointment. When you cancel an appointment, it's automatically removed from the connected external calendar (Google, Outlook, or Apple Calendar).

Appointment Actions#

Click the action menu on any appointment to:

• View Details — See the full appointment record including intake responses, notes, and contact information
• Add Notes — Attach internal notes to the appointment for your team
• Send Reminder — Send an email or SMS reminder to the customer

Pagination#

For businesses with many appointments, the table supports pagination with a configurable page size. Navigate between pages to view your full appointment history.

Calendar Sync#

Appointments are synced with your connected calendar:

• New bookings appear on your calendar automatically
• Cancelled appointments are removed from your calendar
• Staff calendars stay up to date without manual entry

Learn more about connecting your calendar in the Dashboard Overview.

Tips for Managing Appointments#

1. Check daily — Review upcoming appointments each morning to prepare
2. Update statuses — Mark no-shows and completed appointments to keep your records accurate
3. Use filters — Quickly find appointments by date, staff, or status
4. Send reminders — Reduce no-shows by sending SMS or email reminders before appointments