Creating a New Appointment in the CRM
Overview
Learn how to create and schedule appointments in the CRM. This guide walks you through adding a new appointment, setting details like date and time, selecting call types, adding attendees, and syncing with your calendar.
Before creating appointments, connect your calendar and Zoom account in Settings > Email & Calendar for automatic syncing and video conferencing options.
Prerequisites
Active organization membership
Email and calendar integration connected (Google Calendar or Outlook)
Zoom account connected (optional, for video meetings)
For help setting up integrations, see Setting Up AI SDR with Google Calendar.
Creating an Appointment
Step 1: Navigate to Appointments
From your dashboard, click CRM in the sidebar, then select the Appointments tab.
Step 2: Open the Appointment Form
Click the + Add Appointment button in the top-right corner.
Step 3: Enter Appointment Details
Appointment Title
Give your appointment a descriptive title (required).
Select Date
Click the date field to open the calendar picker.
Choose the desired date from the calendar.
Select Time
Click the time field and enter the appointment time in HH:MM format.
Choose Call Type
Click the Call Type dropdown and select the type of appointment (e.g., Discovery, Demo, Follow-up). Each call type has a pre-set duration.
Select Host
Choose the team member who will host the appointment (defaults to you).
Add Attendees
Click Add Attendees to invite others to the appointment.
Enter the email addresses of attendees you want to invite. You can add multiple attendees.
To quickly add contacts from your CRM, see How to Add a Contact to the CRM.
Add Notes (Optional)
Use the notes field to add context, agenda items, or any information about the appointment (maximum 500 characters).
Create Calendar Event
Check the Create calendar event box to automatically add this appointment to your connected calendar and send invites to attendees.
This option is automatically selected if you have a calendar connected. If using Zoom for the location, calendar event creation is required.
Step 4: Save the Appointment
Click the Create Appointment button to save. You'll see a success message, and the appointment will appear on your calendar.
Managing Appointments
Viewing Appointments
Switch between Day, Week, and Month views using the dropdown in the calendar toolbar. Use keyboard shortcuts D (Day), W (Week), or M (Month) for quick switching.
Filtering Appointments
Use the left sidebar to filter appointments by:
Calendars - Show or hide specific calendars
Call Types - Filter by appointment type
Hide Weekends - Toggle weekend display
Editing Appointments
Click any existing appointment on the calendar to open it in edit mode. Make your changes and click Update Appointment to save.
Troubleshooting
Invalid Input Errors
If you see validation errors:
"Title is required" - Enter a title for the appointment
"Invalid time format" - Use HH:MM format (e.g., 14:30 for 2:30 PM)
"Invalid email address" - Check attendee email addresses for typos
Without a connected calendar, the "Create calendar event" option will be disabled and attendees won't receive calendar invites.
Time Conflicts
If you receive a warning about time conflicts, check your calendar to verify you're not double-booking. You can proceed with creating the appointment or adjust the time.
No Appointments Showing
If your calendar appears empty:
Check the filters in the left sidebar
Click Show all calendars to ensure calendars aren't hidden
Verify you're viewing the correct date range
Related Articles
CRM Overview - Learn about all CRM features including appointments, tasks, and contacts
How to Add a Contact to the CRM - Add contacts to invite as appointment attendees
How to Add a Company to the CRM - Link appointments to companies
Creating a Task in the CRM - Create follow-up tasks after appointments
Setting Up AI SDR with Google Calendar - Connect your calendar for appointment syncing