Manage the appointment calendar and capacity

The appointment calendar shows all of your team's appointments in one place and respects the capacity you define: you can't book directly on a day that's full or closed. This article explains how to use the calendar and how to set up capacity.

Before you start

• Define the places used for appointments under Definitions → Location and the operations under Definitions → Operation.
• To book appointments, every operation needs a participant limit: in Definitions → Operation → Operation, select the operation, click Appointment Operation Participant Limit, and enter the maximum number of people of each participant type (for example, specialist or assistant) who can take part in the appointment.

Using the calendar

1. Open Appointment → Appointment Calendar from the left menu. For your own appointments only, use Own Appointment Calendar.
2. Choose the Day, Week, Month or Agenda view at the top, and narrow it down with filters by operation type, owning user or participants.
3. To add an appointment, click an empty slot in the calendar or drag to pick a time.
4. To move an appointment, drag it; to change its length, drag its bottom edge. In the Reschedule this appointment? window, click Move.

Day headers show closed days, the remaining limit for that day and the number of appointments. The side panel lists the selected day's appointments. You can hide cancelled appointments with Hide cancelled.

To see appointments as a list, use Appointment List or Own Appointment List. You can also select a record in the potential list and book an appointment with Create Single Appointment.

Capacity limits

Limits are entered per day, week and month. A day with a limit of 3 takes at most 3 appointments.

• Location: In Definitions → Location → Location, select the place and click Appointment Limit.
• Operation: In Definitions → Operation, select the operation type or operation and click Appointment Limit.
• User: Open the person in the User list and switch to the Appointment Limit tab.

If you turn on the Will the limit check be excluded? switch for an operation type, appointments of that type aren't held back by limits and aren't counted.

Closed days

• For the whole company: Settings → Global Closed Days (days of the week) and Settings → Global Custom Closed Days (specific dates, optionally for just one operation type).
• For an individual: the Closed Days and Custom Closed Days tabs in the user's details.

Closed days are marked on the calendar and can't be selected when you create an appointment.

Sending for approval

If you need to book a time where the limit is already reached and you have permission, click Send in the Approve Appointment window that opens when you save the appointment. The appointment is saved with the Pending Approval status and the company administrator is notified. In the calendar, if you see the This time is not available warning while moving an appointment, you can use Send for approval.

Users with approval permission select the appointment in the Appointment → Appointment Awaiting Approval list and click Approve Appointment.

Frequently asked questions

Can appointments show up in Google Calendar?

Yes. After you connect your Google account, you can export the appointments in the appointment list to Google Calendar: Connect Google Calendar.