Introduction

The "Appointments" feature is used to set and track scheduled appointments with your contacts. These appointments can be added by you manually, or they can be requested by the contact from consumer portal.(link)

*IMPORTANT: Please note that before you can send an appointment invitation to a contact, you are able to integrate your Google Calendar, Outlook Calendar and Calendly Calendar (see Google Calendar Integration and Microsoft Outlook Calendar Integration). Agent can select to uses the integrated calendar to send calendar invitations as needed.

Summary

• Create an Appointment via the Lead Profile Page
• Create an Appointment via the Calendar
• Edit an Appointment
• Appointment Settings
• Assigning Tasks to Others

Create an Appointment via the Contact Profile Page

To create an appointment manually, go to a contact profile page, and click the "+" icon at the top right-hand corner of the "Appointments" section (under the Overview tab, which is the default):

• Arrange a Viewing (see Arrange a Viewing for detailed information)
• Create an Appointment

In the pop-up window, enter the description of the appointment.

• If the appointment is created in LoftyWorks without a description, then the description of the appointment synced to Google/Outlook Calendar will be: "Contact Name - New Appointment"
• If the appointment is created in LoftyWorks with a description, then the description of the appointment synced to Google/Outlook Calendar is: "Contact Name - Description".

Select the Owner, this can be yourself or another Agent on your team:

Select the appointment participants. You may invite contacts, company members or external members:

Choose the start and end dates/times:

Enter the address where the appointment will take place in the location field. This is an optional field:

If you also want to be reminded of the appointment, call or text message. To schedule a reminder, select "by Call" or "by SMS" under the reminder options and reminder time:

After clicking the save button, the newly-created appointment will display on the contact's profile page under the Appointment section, an email will be sent to the contact's primary email address only, and the event will also be synchronised to your integrated calendar:

Note: Choosing the option to "Send" or "Don't Send" when saving an appointment is only for invitation emails & LoftyWorks internal notifications. Choosing "Don't Send" does not completely prevent any participant from knowing about the appointment, but is simply choosing not to notify participants by email or notification. Google or Outlook calendar will generate an invitation event on the participants’ calendars.

Create an Appointment via the Calendar

Appointments can also be created via the Calendar section of LoftyWorks. To do so, first navigate to CRM > Calendar page:

Hover over the "+ Create" button at the top, and click "Add Appointment."

In the pop-up window, you must select a participant for the appointment by searching for their name, email, or phone. You must also assign an Owner. By default, the owner will be the user scheduling the appointment:

Click the save button, and the appointment will appear in your calendar:

Create an Appointment via the Tasks

Appointments can also be created via the Tasks section of LoftyWorks. To do so, first navigate to CRM > Tasks page:

Hover over the "+ Add New" button at the top, and click "Add Appointment".

After entering essential information, click the save button, and the appointment will appear in your task list if you tick Appointment in task type.

Appointment Time Zone

When adding a new appointment, the Time Zone will automatically sync to the appointment creator's time zone. The appointment creator has the option to change the Time Zone:

When Appointment participants view the Appointment, the time of the Appointment will be automatically converted according to the viewer's system time zone.

Edit an Appointment

Via a Contact Profile

Go to the contact's profile/detail page. Any LoftyWorks users who can see the contact have the option to edit or delete the appointment. The appointment will be listed on the right-side panel. Move your cursor to the appointment and click the "edit" icon:

Click "Save" after you have made any adjustments:

Via the Calendar Page

Go to the Calendar page. You can locate appointments by filtering with "Show/Hide" next to "+ Create" at top right corner, selecting "Appointment", and deselecting the others.

Click the appointment on the calendar and you'll notice Edit and Delete on the card:

Via the Tasks Page

Go to the Task page. You can locate appointments by filtering with "Task Type", selecting "Appointment", and deselecting the others.

Click the whole row of one specific appointment, and then you will notice an "Edit" icon in the top right:

Click "Save" after you make adjustments:

Appointment Settings

Appointment settings are accessed by clicking the gear icon.

Appointment reminder notifications can be sent to the participants either via LoftyWorks or via an integrated calendar. If you have integrated a third-party calendar, it will be available here.

By default, if the individual who scheduled the appointment is not an existing contact in your database, they will not be captured as a contact. Enable this setting to capture those individuals as contacts.

Assigning Tasks to Others

When creating an appointment, you can set any other Agent as the Owner. Here is where you would assign the appointment to someone else:

When assigning an appointment to another user on the team, it will appear on their "Tasks" and on their calendar, if they have it connected. The appointment will only show up on the task list or calendar for the individual in the "Owner" slot of the appointment. Currently, you can only add ONE owner per appointment. 

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.