Scheduling appointments in the calendar

On Scheduling you, as an administrator, plan all your team's appointments in a calendar. This is different from the Planning board: scheduling is a calendar with times and staff members, the planning board is a task board with cards (see Using a planning board).

Scheduling an appointment

1. Click New appointment.
2. Optionally choose a customer — leave empty for a general appointment.
3. Choose the appointment type: Appointment, Project, Maintenance or Other.
4. Fill in a title, for example "Intake meeting" or "Inspection".
5. Assign a staff member, or leave it on "Unassigned" if that's still to be decided.
6. Optionally link the appointment to a project or a maintenance contract.
7. Fill in start time, end time, location and any note.
8. Want the customer notified? Tick "Notify customer by email". The customer then receives the details with a button to add the appointment to their own calendar. Use the preview button to check that email first.

Appointments without an assigned staff member stand out with a red dashed border — so you can see at a glance what still needs allocating.

Filtering

With Show all staff you switch between the whole team and just your own appointments.

Frequently asked questions

• What's the difference with the Planning board? Scheduling is a calendar: appointments at a time, assigned to someone. The planning board is a Kanban board with tasks you drag between lists. They're separate.
• My staff can't see this page. Correct: this management page is admin-only. Staff have their own view, see Viewing your own schedule.
• Can I link an appointment to a maintenance visit? Yes, choose Maintenance as the type and select the contract.
• Does the customer get notified automatically? Only if you tick that box; it's off by default.