Appointments & Scheduling

The Appointments module schedules customer-facing visits and the information you need before they happen.

In this section #

Detailed guides for everything covered here:

• Appointment Types — The bookable service catalog for your scheduling module — each type defines the duration, concurrent capacity, and equipment-selection behavior for one kind of customer visit.
• Location Hours — Per-location operating hours that tell the scheduler which time slots are available — configured as recurring day-of-week rules or date-range overrides for holidays and seasonal closures.

Appointment types #

Define appointment types (the kinds of visits you offer) with their own settings, and set location hours so scheduling respects when each location is open.

Scheduling #

Book appointments against a customer, type, location, and time. An appointment can link to a sales order, tying the visit to the work it's for.

Equipment selection #

When an appointment type allows equipment selection, the public booking page lets the customer pick in-stock units to reserve for their visit. Only units in inventory categories marked Available for Appointment Selection appear, and the list is narrowed to what the type is for — returnable gear for loan/rental types, sale goods for purchase types. Each picked unit is placed on hold for the appointment; the hold is released automatically if the appointment is cancelled or marked a no-show.

Confirmation & next steps #

New bookings start as Pending. The customer receives an email with a signed Confirm Appointment link; following it confirms the booking (proving they own that email) and, when the email uniquely matches one existing customer, attaches that customer automatically. Staff can also confirm from the appointment page.

Once confirmed, the appointment page shows a Next Steps panel. Based on the type's next-step flags, one-click actions create a loan agreement, rental agreement, sales order, or customer return — pre-filled with the customer and carrying the requested equipment across as lines.

A booking from a first-time customer has no customer record attached, so converting it creates one from the name, email and phone on the booking and links it to the appointment. If the booking details already match a single existing customer, that customer is used instead of a duplicate being created. Two cases are left to you rather than guessed at: when the details match more than one customer, and when the booking has no name or no email or phone at all. Use Attach Customer to settle those — it lists records matching the booking email or phone, and can create a new one pre-filled from the booking.

Questionnaires #

Send pre-appointment questionnaires so customers provide what you need ahead of time. Completion is tracked against the appointment, and submitted answers are saved to the customer's custom field values.

Customer self-service (portal) #

Customers manage their own appointments from the customer portal. Each appointment opens to a detail page showing the location's address and support phone, the requested equipment, and status-aware actions:

• Pending appointments can be cancelled, edited (contact details, notes, and — when the type allows equipment selection — the requested equipment, re-held against on-hand stock), or rescheduled to any open slot, validated against the same availability rules as booking.
• Confirmed appointments can be cancelled, and a reschedule becomes a request that staff approve or decline in a Reschedule Requests queue (with a pending badge) — or it applies immediately when the location enables Auto-approve confirmed reschedules. Cancelling can notify the location's cancellation-notice email.
• Completed appointments show the records they produced (the related sales order, rental, loan, or return).

Configure the support phone, cancellation-notice email, and auto-approve toggle under Location → Appointments. Every portal change is attributed to the customer in the change history.

Dashboard #

The appointments dashboard gives a daily operational view — what's booked, for whom, and where — so the front desk can run the day at a glance.

Doing it from the API #

# List appointments
curl "https://your-domain.com/api/v1/appointments" \
  -H "Authorization: Bearer $TOKEN"