Booking and managing appointments

Appointments live on a sales board. Each appointment is a card carrying the client's details, the date and time you are seeing them, and – once it has a date – its own reference number.

This guide explains:

• How to book an appointment
• What the reference number is and when it is assigned
• How appointments reach your calendar
• How to confirm, reschedule or cancel
• How to record the outcome
• How to find an appointment again

Table of Contents

1. Booking an appointment
2. Reference numbers
3. Appointments on your calendar
4. Confirming an appointment
5. Rescheduling
6. Recording the outcome
7. Finding an appointment again
8. Pipeline deals vs appointments

Booking an appointment

1. Go to Library → Kanbans and open your sales board
2. Click + Deal on the stage you want it to start in
3. Fill in the appointment:
   • Name – how the card is labelled on the board
   • Client name, phone, email – the person you are seeing
   • Address – where the appointment takes place; this is what the client is told in their reminder
   • Appointment date and time, and how long it should run
   • Value – what the sale is worth, if you already know
   • Owner – the sales person attending
4. Click Create

The address and time matter. Both are sent to the client in their WhatsApp reminder, so an appointment saved without them will remind the client with a blank venue.

Reference numbers

Every appointment is given a reference in the form APT-00001. Numbers are consecutive per workspace and are never reused.

Three things are worth knowing:

• A reference is assigned as soon as the card has an appointment date – not before.
• The reference does not change when you move the appointment. It is the same appointment on a new date.
• A card with no appointment date never takes a number, so ordinary pipeline deals do not consume references.

The reference appears on the card and at the front of the calendar entry, and you can search for it directly.

Appointments on your calendar

An appointment with a date appears on the Calendar page automatically, colour-coded by its stage.

If your workspace has connected Google Workspace or Microsoft 365, the appointment is also pushed to the owner's own calendar, and updated there whenever the date changes. If no calendar is connected, the appointment still appears inside Automize – only the external copy is skipped.

Confirming an appointment

An appointment moves through these confirmation states:

You can set this from the card, or it can be set for you when someone replies to a WhatsApp reminder – see Appointment reminders and WhatsApp replies.

Rescheduling

Use Reschedule on the card and pick the new date. When you do:

• The reference number stays the same
• The confirmation resets to Pending, because a new date needs confirming again
• Reminders reset, so the client is reminded about the new date
• The calendar entry moves, including on any connected external calendar
• The move is counted, so "meetings moved" on the dashboard stays honest

Recording the outcome

After the appointment, record what happened using Record outcome:

Recording the outcome is what removes the appointment from the Awaiting outcome list on the sales dashboard, so keeping this up to date is what keeps the dashboard trustworthy.

Finding an appointment again

Use the search bar at the top of the page. Appointments are found by:

• Reference number, e.g. APT-00042
• Client name
• Phone number
• Email address
• Company name

A search result opens the board the appointment sits on.

Pipeline deals vs appointments

A card with no appointment date is an ordinary pipeline deal. It appears in the pipeline widgets and on the board, but it is not counted as a meeting, takes no reference number and creates no calendar entry. Add a date and it becomes an appointment, picking up its reference and calendar entry at that moment.

See also

• Appointment reminders and WhatsApp replies
• The sales dashboard