Manually Booking Calendar Appointments

Do you need to schedule calendar appointments for leads, clients, or team members? Here’s how you can easily book appointments manually using Stack.

Booking Appointments Manually

Stack makes it simple to book appointments manually across various areas of the platform. This feature is particularly useful when scheduling on behalf of a contact, especially when dealing with different time zones or calendars. Whether you’re communicating with a contact, managing calendars, or accessing a specific contact profile, you can schedule appointments in just a few clicks. Manual booking ensures you’re always in control, even when contacts are offline or need extra assistance.

Key Benefits of Manually Booking Appointments

Manually booking appointments offers flexibility and control, allowing you to:

• Schedule appointments on behalf of leads or customers who can’t or don’t take action themselves.
• Book appointments instantly while on a call.
• Respond to SMS or email confirmations by locking in an appointment.
• Book internal meetings with team members directly within the system.
• Create test appointments to QA workflows, reminders, or calendar logic.
• Choose specific dates, times, and calendars for precise scheduling.
• Work across multiple time zones with automatic detection.
• Add recurring events and block off time to manage availability effectively.

Different Ways to Access the “Book Appointment” Feature

You can start booking an appointment from several entry points within Stack. Choose the method that best suits your workflow:

1. From the Conversations Tab
   If you’re messaging a contact and want to book an appointment quickly, navigate to Conversations → Select Contact → Calendar Icon in the sidebar. Then click “Book Appointment”.

2. From the Contacts Tab
   Book appointments directly from a contact’s profile by going to Contacts → Open a Contact → Click the Appointments tab and then +Add.

3. From the Calendar Tab
   For a visual scheduling approach, go to Calendars → Calendar View. Click on “New” or a specific time slot to book an appointment directly.

Booking the Appointment

Once you’ve accessed the Book Appointment modal, follow these steps:

Step 1: Select the Calendar & Contact

Choose the calendar for the appointment and the contact it should be assigned to.

Step 2: Add Appointment Details

Enter the key information for your appointment, including:

• Appointment Title: Add a relevant subject (e.g., “Consultation with Sarah”).
• Date & Time: Choose a start and end time. The system displays the user’s time zone, which can be adjusted if needed.
• Custom Options: Enter a custom meeting link (e.g., Zoom, Teams) and set custom start and end times. You can also make the appointment recurring.
• Meeting Location: Choose a default, custom, or integrated video meeting option. Provide a custom meeting link if necessary.

Step 3: Block Off Time (Optional)

Use the Blocked Off Time tab to prevent new appointments during specific periods, such as breaks or personal time. Specify the start and end times, and choose whether to block time for a specific user or an entire calendar.

Note: Blocking off time only affects new booking availability and does not delete existing appointments.

Frequently Asked Questions

Q: Can I book an appointment for another team member?
Yes, just choose their calendar from the dropdown in the modal.

Q: What if I don’t see the appointment on the calendar?
Ensure you select the correct calendar and contact. Also, check if any filters are applied in the calendar view.

Q: Can I block time without removing existing appointments?
Yes, blocked-off time prevents new bookings but leaves existing ones intact.

Q: Will the time auto-adjust to the contact’s timezone?
Yes, Stack shows appointment slots based on the contact’s time zone by default.