Creating Appointments

Appointments

Creating Appointments

Appointments are the core of your scheduling system. This guide will walk you through creating and managing appointments in BotScheduling.

Before You Begin

Before creating appointments, ensure you have:
  • Created at least one customer
  • Set up your services
  • Configured your resources (staff, rooms, equipment)
  • Defined your appointment statuses

Creating a New Appointment

To create an appointment:
  • Navigate to the Calendar view or Appointments page
  • Click "New Appointment" or the "+" button
  • Select the customer from the dropdown or search field
  • Choose the date and time for the appointment
  • Select the service to be provided
  • Assign required resources (staff member, location, equipment)
  • Set the appointment status (e.g., Pending, Confirmed)
  • Add any notes or special instructions
  • Click "Create" to save the appointment
The customer will receive a notification based on your notification settings.

Quick Appointment Creation from Calendar

You can quickly create appointments directly from the calendar view:
  • Click on a time slot in the calendar
  • A quick-create dialog will appear
  • Fill in the essential details (customer, service, resource)
  • Click "Create"
You can edit the appointment later to add more details.

Appointment Details

Each appointment can include:
  • Customer - Who the appointment is for
  • Date and Time - When the appointment occurs
  • Duration - How long the appointment will last (set by service)
  • Service - What service is being provided
  • Resources - Staff, location, or equipment needed
  • Status - Current state of the appointment
  • Notes - Internal notes or customer instructions
  • Custom Fields - Any additional information specific to your business

Appointment Conflicts

BotScheduling will alert you if:
  • A resource is already booked at the selected time
  • The customer has another appointment at the same time
  • The selected time is outside the resource's availability
You can choose to override these warnings if necessary, depending on your permissions.

Best Practices

  • Always verify customer contact information before creating appointments
  • Include relevant notes about customer preferences or requirements
  • Set appropriate appointment statuses to track progress
  • Review resource availability before scheduling
  • Send confirmation notifications to reduce no-shows
Article ID: 50, , Modified: 5/9/2026 at 8:31 AM
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