How to Book Appointments

💡Appointments let you schedule time with a customer or site contact directly within a job — for example, booking an assessment, a site visit, or a follow-up meeting. This article walks through creating a new appointment, moving it through Tentative and Confirmed, and completing or closing it once the visit has happened.

Steps:

Open the Appointments tab

Within the relevant job, select Appointments from the left-hand side menu, then select + New appointment in the top right corner.

Fill out the New Job Appointment form

The New Job Appointment box will appear. Complete the following fields:

Type: select the relevant appointment type from the list. Available types include Appointment, Assessment, Client Site Visit, Leak Detection, Maintenance, Quote, Reconnect, Site Attendance, and Tender Meeting.
Attending: select who should attend from the list of assignable staff.
Date: select the appointment date from the calendar.
Time: select the start time from the available slots.
Duration: set how long the appointment will run.
Buffer: if required, add a buffer to allow for travel time.
Instructions: add any instructions the attendee will need, such as a request to call the site contact on arrival.

📆As you fill in the date, time, duration, and buffer, a summary line appears showing the full appointment window (for example, "Wednesday March 12th between 8:00AM - 10:00AM").

Save as Tentative or Confirmed

Once the required fields are filled in, the Tentative and Confirmed buttons become active. Select Tentative to create a tentative appointment while you're still arranging details with the customer.

Confirm the appointment

Once contact has been made with your customer, open the appointment and select Confirm appointment to lock it in.

Cancel or decline if needed

From the appointment page, you can also select Cancel or Decline if the appointment needs to be called off.

View confirmed appointments on the dashboard

Once an appointment is confirmed, it becomes visible on the attendee's dashboard under My Appointments.

Complete the appointment

Once the appointment time has passed, select Complete appointment to mark it as done. Note that this button stays disabled (with a tooltip reading "Appointment is in the future") until the scheduled time has passed — you cannot complete an appointment ahead of time.

View closed appointments

Select Show closed next to the New appointment button to see all closed appointments — whether they were closed by completion, cancellation, or decline.

FAQ

Can I complete an appointment before its scheduled time? No. The Complete appointment button is disabled until the appointment's scheduled time has passed.

Where can I see appointments I'm attending? Once confirmed, an appointment appears on your dashboard under My Appointments.

What happens to a cancelled or declined appointment? It moves to the closed list, viewable by selecting Show closed on the job's Appointments tab.

❓ Need Help

If you have questions or need assistance, use the chat box in the bottom-right corner to contact the Loop Logics support team or email support@looplogics.com