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Manage Calendar Appointments and Bookings

Jamie from Ivorey™ avatar
Written by Jamie from Ivorey™
Updated this week

Before You Dive In

This article is one step from our Master Help Guide: All About Calendars. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical steps below.

Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.

This guide is perfect if you're looking to:

  • View or edit details of appointments or bookings

  • Create a new appointment manually

  • Manage rescheduled or cancelled appointments

  • Reschedule or cancel an appointment manually
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View and Edit Appointments

There are multiple areas within Ivorey™ where you can access your calendar appointments to see appointment details, attendees, form submissions, payment details, internal notes, and more.
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Click here for the written instructions

  1. You can view and manage all upcoming, cancelled, and past appointments, from within Calendars - from the main Ivorey™ menu, go to [Calendars] > select either the:
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    1. [Appointment List View] tab - here you can see all of your appointments, in a list format
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      1. At the top, you can select either Meetings or Services from the drop-down menu
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      2. On the [Upcoming] tab, you will see all of your upcoming appointments
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      3. On the [Cancelled] tab, you will see all of your cancelled appointments
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      4. On the [All] tab, you will see all appointments, including past appointments
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      5. Click the [Advanced Filters] button to filter appointments, or click [+ Smart list] to save a filtered view (for example: filter > status > is > showed - to display past appointments that were attended)
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      6. To view or edit appointment details, click the (⁝) 3 dots to the right of the appointment > then click [View Details] to open up the View Details sidebar, on the right-hand side of your screen
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    2. ​[Calendar View] tab - here you can see all of your upcoming and past appointments, in a calendar layout
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      1. At the top, you can select either Day, Week or Month View from the drop-down menu
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      2. On the right-hand side, you can filter appointments by specific Users, Calendars or Groups
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      3. To view or edit appointment details, click on the appointment to open up the View Details sidebar, on the right-hand side of your screen
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  2. Or you can view a specific contact's upcoming, cancelled, and past appointments from within their contact profile or within a conversation, inside the CRM - from the main Ivorey™ menu, go to:
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    1. [Contacts] > open a contact's profile > and click the [Appointments] tab, along the righthand side
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    2. [Messaging] > open a message > and click the [Appointments] tab, along the righthand side

      1. In the Appointments tab you can:
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        1. Add a new appointment for this contact
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        2. Search for appointments by calendar name
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        3. Select to view either [Upcoming] or [Past] appointments
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      2. For each appointment, you can see the:
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        1. Details: appointment title, date and time
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        2. Status: Confirmed, Cancelled, Showed, No Show, or Invalid
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        3. Appointment Owner: Team Member associated with the appointment
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        4. Calendar: the calendar that the appointment was booked on
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      3. Click the (⁝) three dots on any appointment to cancel it or to open the View Details sidebar, to view more information or edit details
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  3. In the View Details sidebar, you can view and edit the following appointment details:
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    1. Details: appointment date and time, meeting link/location, attendees, contact details, etc.
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    2. Attendees: view all attendees associated with the booking
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    3. Form Submission: view important details collected during booking, such as contact details, terms and conditions, timezone, source, etc. as well as any custom fields created
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    4. Payment: view payment details (or enable payments for this appointment, if needed)
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    5. Internal Notes: view and add notes that only you and your team will be able to see
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    6. Activity Log: view the historical actions taken with this booking
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  4. Click the ✏️ pencil icon at the top to edit the appointment details, including appointment title, calendar, team member (if calendar type is Round Robin or Collective Booking), date & time, meeting location, appointment description, or to add attendees

How to Create a New Appointment Manually

Inside Ivorey™, you can also manually book appointments, on behalf of clients or to schedule team meetings.
​

Click here for the written instructions

  1. From the main Ivorey™ menu, go to [Calendars] > click the [Appointment List View] tab > and click the [+ New Appointment] button, at the top right corner
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  2. Select the Calendar from the drop-down menu that you want to book the appointment on
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  3. Fill in an Appointment Title > and click [Add Description] to provide any important information about the appointment (i.e. the agenda or purpose of the meeting)
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    ​Note: Both the Appointment Title and Appointment Description will be visible to all attendees.
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  4. Select a Team Member from the drop-down menu (if multiple options are available for this calendar) or leave it set to the Calendar Default (the team member associated with the calendar)
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  5. Under Date & Time, adjust the Timezone (if needed) > click [Default] and select a Date and time Slot for the appointment, or click [Custom] to set a specific Start Time and End Time
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  6. Under Meeting Location, select either the [Calendar Default] or a [Custom] location
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  7. On the righthand side, type in or Select a Contact from the drop-down menu, and click the [Add Guests] button to add more participants (if the calendar supports multiple guests)
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  8. Under Internal Notes, click the [Add Internal Note] button to leave a note for your team about this meeting
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  9. Along the bottom, set the status to either [Confirmed] or [Unconfirmed] > and click the [Book Appointment] button

Manage Rescheduled and Cancelled Appointments

Depending on the rules set when creating your calendar, your clients will either be able to reschedule and cancel appointments themselves, or you can do so on their behalf.
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How to Manage a Rescheduled Appointment

If enabled, clients can change the date or time of their appointment using the rescheduling link, provided in the meeting notes and/or confirmation email. Your calendar will then indicate that the appointment has been rescheduled, and (if enabled) you will receive a notification.

Click here for the written steps

  1. From the main Ivorey™ menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab
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  2. The appointment will now show a Rescheduled To label above the new Appointment Time
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  3. Click the (⁝) three dots on the appointment, and click [View Details] to open the View Details sidebar
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  4. Hover over the [Rescheduled] label, next to the Appointment Time, to view the Previous date and time of the appointment

How to Reschedule an Appointment Manually

You can also manually reschedule an appointment on behalf of your client, or if availability changes.
​

Click here for the written steps

  1. From the main Ivorey™ menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab
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  2. Find the appointment you need to reschedule > click the (⁝) three dots > and click [Reschedule] to edit the date or time
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  3. Under Date & Time, adjust the Timezone (if needed) > click [Default] and select a new Date and time Slot for the appointment, or click [Custom] to set a new specific Start Time and End Time
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  4. Click the [Save] button at the bottom
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Note: Depending on the calendar's notification settings, you, your team and/or your client will receive a notification that the appointment has been rescheduled.


How to Manage a Cancelled Appointment

If enabled, clients can cancel their appointment using the cancellation link, provided in the meeting notes and/or confirmation email. Your calendar will then indicate that the appointment has been cancelled, and (if enabled) you will receive a notification.

Click here for the written steps

  1. From the main Ivorey™ menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab
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  2. The appointment Status will now show as [Cancelled]
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    ​Note: if your client accidentally cancelled the appointment, you can change the status back to [Confirmed] to restore the original appointment (so your client does not need to rebook a new appointment slot).
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  3. The appointment will now also be viewable on the [Cancelled] tab
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  4. Click the (⁝) three dots on the appointment, and click [View Details] to open the View Details sidebar
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  5. You will now see a Cancelled label, next to the Appointment Time, and the Cancellation Reason (if provided)

How to Manually Cancel an Appointment

You can also manually cancel an appointment, if needed, or on behalf of your client.

Click here for the written steps

  1. From the main Ivorey™ menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab
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  2. Find the appointment you need to cancel > click the drop-down menu, under Status > and select [Cancelled]
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Note: Depending on the calendar's notification settings, you, your team and/or your client will receive a notification that the appointment has been cancelled.

Frequently Asked Questions

Why are my appointments from my Gmail or iCloud calendar not showing in Ivorey™ even though I have synced my calendar?

When you sync your Google or iCloud Calendar, your calendar in Ivorey™ will only show appointments that are created in your external calendar after the integration has been completed. It won't show any previous appointments you had in your external calendar before integrating to Ivorey™. Please refer to our Calendar Integrations guide for more details.
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What happens if I delete an appointment, instead of cancelling?

If you delete an appointment, it will be removed from your calendar. However, we always recommend cancelling appointments rather than deleting them so that the correct cancellation notifications are triggered in the backend.
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How do I change the owner of an appointment booked on a Round Robin calendar?

To change the team member associated with an appointment booked on a Round Robin calendar, please refer to our guide with detailed steps.
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Why isn't the subject line showing when I send appointment confirmation emails?

If a subject line is not showing in appointment confirmation emails, please ensure you have added a subject line in the calendar notification settings. Please refer to our Automated Notifications for Calendars guide for the detailed steps.
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Why am I not receiving confirmation emails for appointments booked?

If you are not receiving appointment confirmation emails, please check your calendar's notification settings. Please refer to our Automated Notifications for Calendars guide for the detailed steps.

Need Help?

Hit the support chat widget inside Ivorey™ - we can:

  • Walk you through any of the steps

  • Troubleshoot anything that’s not working

We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍

Related Articles
All About Calendars: A Master Help Guide
Calendar Integrations
Create a New Calendar and Groups
Automated Notifications For Calendars
Manage Calendar Payments
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