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Calendar + Appointments

Your team's appointments, your customer's booking experience, your reminders that fire automatically.

Your primary appointment type is Kitchen Design Consultation (30 minutes, Mon-Fri 8am-5pm). Two more are set up alongside it: Site Measurement and Showroom Visit. We can adjust or add types when you're ready.

How customers book appointments

Three ways:

1. Through your lead/estimate page (dynamic.revstackapp.com) — the calendar widget shows your available slots in real-time. Customer picks one, fills in details, confirmed instantly.

2. Through a direct booking link — you can share a calendar link in emails or in conversations. Customer clicks → picks slot → done.

3. Through the Conversation AI — when a customer chats with your AI and is ready to book, the AI sends them the booking link so they can pick a slot.

In every case, the appointment lands on your team's calendar with confirmation emails firing automatically.

What happens when an appointment is booked

The system handles all of this without you doing anything:

  1. Appointment appears on the calendar
  2. Opportunity moves to Estimate Scheduled stage in the pipeline
  3. Confirmation email goes to the customer immediately
  4. Calendar invite (.ics file) attached so they can add to their personal calendar
  5. Reminder emails fire automatically — one the day before, and again the morning of
  6. (Want a personal touch? Text the customer yourself the day before — from your own phone.)
  7. After the appointment, follow-up workflow starts

Your team's only job: show up.

Viewing your calendar

On the mobile app:

  • Tap Appointments (or Calendar)
  • See today's appointments at the top
  • Swipe right/left to see other days
  • Tap an appointment to see details (customer name, phone, notes)
  • Tap the phone number to call the customer directly

On the web app:

  • More views: day, week, month, agenda
  • Filter by team member if multiple people have calendars
  • Drag and drop to reschedule
  • See the customer's full contact + opportunity context next to the appointment

Booking an appointment manually

Customer called you, you want to book them while you're on the phone:

Mobile app:

  1. From the conversation or contact → tap Book Appointment
  2. Pick the appointment type (Kitchen Design Consultation)
  3. Pick a time slot
  4. Confirm
  5. The customer gets the confirmation email + calendar invite

That's it. Done in under 30 seconds.

Blocking off time

When you need to block off time on your calendar (vacation, lunch break, day off):

Web app:

  1. Calendar → click Block Slot
  2. Pick the start and end time
  3. Add a label (optional) — "Vacation," "Site visit at the Schmidt house"
  4. Save

No one can book during that block. It shows up on your team's calendar so they know not to schedule anything either.

Multiple team members, one calendar

If multiple people on your team take appointments (Khrystyna, Maggie, Amanda):

  • Each person has their own calendar in the system
  • The customer's booking experience can either:
  • Show ALL team members' availability combined (recommended for inbound leads — picks whoever is free)
  • Let the customer pick a specific team member by name

We have it set to "combined" right now. If you want to change to "pick by name," tell Kevin.

Rescheduling and no-shows

If a customer wants to reschedule:

  1. Open the appointment
  2. Tap Reschedule
  3. Pick a new slot
  4. The system sends them an updated confirmation + cancels the old reminder

If a customer no-shows:

  1. Open the appointment and mark it as No-Show (add a note like "No-show, attempting to reschedule")
  2. Marking it No-Show triggers the Appt No Show workflow automatically — it sends them a "missed you" follow-up email asking to reschedule
  3. If they come back, great. If not, they go into Long-Term Nurture.

Rule: if a customer reschedules 3+ times without showing, move them to Long-Term Nurture and stop holding the slot. Your team's time matters too.

Calendar groups (multi-step booking)

If you want a customer to book 2 appointments in sequence — e.g., "Design Consultation → 2 weeks later → Site Measurement" — you can set up a Calendar Group.

We haven't activated this yet. If you want it, tell Kevin and we'll set it up. Good for premium clients where you want to lock both touchpoints upfront.

What if I'm stuck?

Stuck moment Fix
"A customer says they didn't get the confirmation" Check their contact record — is the email field correct? Resend the confirmation from the appointment screen.
"I see appointments on my calendar I didn't book" Could be a team member booking on your behalf, OR a customer booked through the AI. Check the appointment's "Booked by" field.
"Customer wants a time outside my hours" If you want to take it, manually book it from the contact's screen — your manual bookings can go outside the standard availability window.
"I need to add a new appointment type" Tell Kevin. We'll set up a new type (alongside Kitchen Design Consultation, Site Measurement, and Showroom Visit) or adjust an existing one.

Video walkthrough

Last updated: 2026-06-01 by Kevin / RevStack