Adding an Appointment to the Calendar

Video Tip - Go to the 2:55 mark of the video to view information on adding appointments to the Calendars tool.

You can add Appointments to both Personal sub-calendars and to Event or Lead sub-calendars. Most people use the "Appointment" option when they want to add an appointment, meeting, phone/conference call, reminder or calendar item that IS NOT an actual Event, Lead/Hold, To-Do or Budget/Invoice reminder.

There are two places where you can add an Appointment to an Event or Lead sub-calendar: in the Calendars tool and from the Event Dashboard or Lead Dashboard. You can only add Appointments to a Personal sub-calendar from the Calendars tool.

NOTE: The instructions below also apply to adding Appointments to Lead Sub-Calendars.

To Add an Appointment to an Event Sub-Calendar from the Calendars Tool:

  1. Click on "Calendars" in the main navigation bar.
  2. Click on the "Appointment" button and select the "To Event Calendar" option - OR - Click on the day where you want to add the Appointment and select the "Add Event Appointment" option.
  3. Enter the item name; select the Event it is related to; add the start date/time and end date/time; location; and notes.
  4. Contacts who are assigned to the Event (or Lead) will automatically receive email notifications (and reminders, if you add them) regarding the Appointment. If you wish to have an invitation for the Appointment emailed to Contacts who are not assigned to the Event (along with an appointment file they can add to their own e-calendar), click in the "Invite Other People" field and select those Contacts.
  5. If the item is a recurring Appointment, use the "Repeat This Item" dropdown to select whether it repeats daily/weekly/monthly/yearly.
  6. If you wish to set a reminder for the Appointment, click the "Set Reminder" checkbox and:
    • Select how many minutes/hours/days/weeks you wish Contacts to be notified in advance.
    • Select if you want email and text message reminders. NOTE: Text message reminders are only available in North America.
    • IMPORTANT NOTE: If you set a reminder, all Contacts who are assigned to the Event/Lead will receive the reminder.
  7. Click "Save" when you are finished.

To Add an Appointment to an Event Sub-Calendar from the Event Dashboard:

  1. Click on the "Appointments" tool button on the Event/Lead Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event/Lead and the "Appointments" tool.
  2. Click on the "Add Appointment" button - OR - Click on the day where you want to add the Appointment.
  3. Enter the item name; add the start date/time and end date/time; location; and notes.
  4. Contacts who are assigned to the Event (or Lead) will automatically receive email notifications (and reminders, if you add them) regarding the Appointment. If you wish to have an invitation for the Appointment emailed to Contacts who are not assigned to the Event (along with an appointment file they can add to their own e-calendar), click in the "Invite Other People" field and select those Contacts.
  5. If the item is a recurring Appointment, use the "Repeat This Item" dropdown to select whether it repeats daily/weekly/monthly/yearly.
  6. If you wish to set a reminder for the Appointment, click the "Set Reminder" checkbox and:
    • Select how many minutes/hours/days/weeks you wish Contacts to be notified in advance.
    • Select if you want email and text message reminders. NOTE: Text message reminders are only available in North America.
    • IMPORTANT NOTE: If you set a reminder, all Contacts who are assigned to the Event/Lead will receive the reminder.
  7. Click "Save" when you are finished.

To Add an Appointment to a Personal Sub-Calendar:

  1. Click on "Calendars" in the main navigation bar.
  2. "Appointment" button and select the "To Personal Calendar" option - OR - Click on the day where you want to add the Appointment and select the "Add Personal Appointment" option.
  3. Enter the item name; select the Event it is related to; add the start date/time and end date/time; location; and notes.
  4. Contacts who are assigned to the Personal Sub-Calendar will automatically receive email notifications (and reminders, if you add them) regarding the Appointment. If you wish to have an invitation for the Appointment emailed to Contacts who are not assigned to the Personal Sub-Calendar (along with an appointment file they can add to their own e-calendar), click in the "Invite Other People" field and select those Contacts.
  5. If the item is a recurring Appointment, use the "Repeat This Item" dropdown to select whether it repeats daily/weekly/monthly/yearly.
  6. If you wish to set a reminder for the Appointment, click the "Set Reminder" checkbox and:
    • Select how many minutes/hours/days/weeks you wish Contacts to be notified in advance.
    • Select if you want email and text message reminders. NOTE: Text message reminders are only available in North America.
    • IMPORTANT NOTE: If you set a reminder, all Contacts who are assigned to the Personal Sub-Calendar will receive the reminder.
  7. Click "Save" when you are finished.

To Edit an Appointment:

  1. Click on the Appointment in the Calendars tool.
  2. Make your edits and click on the "Save" button.

To Delete an Appointment:

  1. Click on the Appointment in the Calendars tool.
  2. Click on the "Delete Appointment" link at the top of the form.
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