Manage Calendar Appointments and Bookings

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:

   1. [Appointment List View] tab - here you can see all of your appointments, in a list format

      1. At the top, you can select either Meetings or Services from the drop-down menu

      2. On the [Upcoming] tab, you will see all of your upcoming appointments

      3. On the [Cancelled] tab, you will see all of your cancelled appointments

      4. On the [All] tab, you will see all appointments, including past appointments

      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)

      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

   2. ​[Calendar View] tab - here you can see all of your upcoming and past appointments, in a calendar layout

      1. At the top, you can select either Day, Week or Month View from the drop-down menu

      2. On the right-hand side, you can filter appointments by specific Users, Calendars or Groups

      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

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:

   1. [Contacts] > open a contact's profile > and click the [Appointments] tab, along the righthand side

   2. [Messaging] > open a message > and click the [Appointments] tab, along the righthand side

      1. In the Appointments tab you can:

         1. Add a new appointment for this contact

         2. Search for appointments by calendar name

         3. Select to view either [Upcoming] or [Past] appointments

      2. For each appointment, you can see the:

         1. Details: appointment title, date and time

         2. Status: Confirmed, Cancelled, Showed, No Show, or Invalid

         3. Appointment Owner: Team Member associated with the appointment

         4. Calendar: the calendar that the appointment was booked on

      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

3. In the View Details sidebar, you can view and edit the following appointment details:

   1. Details: appointment date and time, meeting link/location, attendees, contact details, etc.

   2. Attendees: view all attendees associated with the booking

   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

   4. Payment: view payment details (or enable payments for this appointment, if needed)

   5. Internal Notes: view and add notes that only you and your team will be able to see

   6. Activity Log: view the historical actions taken with this booking

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

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

2. Select the Calendar from the drop-down menu that you want to book the appointment on

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.

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)

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

6. Under Meeting Location, select either the [Calendar Default] or a [Custom] location

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)

8. Under Internal Notes, click the [Add Internal Note] button to leave a note for your team about this meeting

9. Along the bottom, set the status to either [Confirmed] or [Unconfirmed] > and click the [Book Appointment] button

1. From the main Ivorey menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab

2. The appointment will now show a Rescheduled To label above the new Appointment Time

3. Click the (⁝) three dots on the appointment, and click [View Details] to open the View Details sidebar

4. Hover over the [Rescheduled] label, next to the Appointment Time, to view the Previous date and time of the appointment

1. From the main Ivorey menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab

2. Find the appointment you need to reschedule > click the (⁝) three dots > and click [Reschedule] to edit the date or time

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

4. Click the [Save] button at the bottom

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.

1. From the main Ivorey menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab

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).

3. The appointment will now also be viewable on the [Cancelled] tab

4. Click the (⁝) three dots on the appointment, and click [View Details] to open the View Details sidebar

5. You will now see a Cancelled label, next to the Appointment Time, and the Cancellation Reason (if provided)

1. From the main Ivorey menu, go to [Calendars] > click the [Appointment List View] tab > and click the [Upcoming] or [All] tab

2. Find the appointment you need to cancel > click the drop-down menu, under Status > and select [Cancelled]

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.

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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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.

To change the team member associated with an appointment booked on a Round Robin calendar, please refer to our guide with detailed steps.​

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.​

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.

In Ivorey, Linked Calendars and Conflict Calendars serve different purposes and don’t behave the same way. The Linked Calendar is the main calendar Ivorey syncs with. All new bookings created in Ivorey are added to the linked calendar, and any events created directly in that calendar will sync back into Ivorey. Only one calendar can be set as the linked calendar at a time, which is why new bookings appear there and not in other connected calendars.

Conflict Calendars are used only to prevent double bookings. Ivorey checks all connected conflict calendars before showing availability, and any blocked time in those calendars removes availability in Ivorey and appears in the calendar view for reference. Conflict calendars do not receive new bookings from Ivorey.

For example, if Outlook is set as the linked calendar and Google or iCloud are added as conflict calendars, new bookings will be added only to Outlook, while Google and iCloud are checked solely for availability conflicts.

No, once an appointment has been booked, there isn’t a built-in option to resend the original confirmation email. You would need to manually customise and send a second confirmation email.

However, if the original confirmation email didn’t send due to an incorrect email address or form setup, you will need to cancel the original booking, correct the contact's email address (and the calendar's form if needed), and ask the client to re-book via the booking link. This will ensure the new booking's automated emails will run smoothly.

Deactivating a calendar does not remove or cancel existing appointments. It simply prevents any new bookings from being made through that calendar moving forward.

At the moment, Ivorey does not yet have a feature that allows appointments to be exported from the platform. For now, appointments can be viewed and managed directly within the calendar inside your account.