Calendar appointments and reminders
See your appointments and note reminders together and open the customer work they relate to.
What it is
Calendar shows your appointments and note reminders together. Select a date to see its work, then open an item for details or follow-up actions. Note reminders can be used independently of appointment scheduling.
Who uses it and why
Operators use the calendar to plan appointments and return to customer follow-ups. The list is for your operator account rather than a shared team calendar.
Where to find it
On desktop, select Calendar in the top bar. On mobile, use My Calendar in the bottom navigation.
With the Scheduling role, use Settings › Account › Appointment Schedule to manage your appointment availability when website scheduling is enabled. Creating availability and checking booked calendar items are separate tasks.
How it works
- Open Calendar or My Calendar.
- Choose a date. Dates with work are marked in the calendar, and the selected day's items appear in the list.
- Select an appointment or reminder to open its details.
Appointments show their scheduled time and status. When Cancel Appointment is available, you can cancel from the detail view. On desktop, INSIDE asks for confirmation before submitting the cancellation.
Note reminders show the customer, Date and Time, Reminder For, Status and Note, including available note attachments. View Visitor opens the associated visitor. Edit Note opens the note and reminder editor so you can change the follow-up.
Visitor details can also show your next appointment or reminder for that customer. The desktop calendar badge counts today's items that are not cancelled or ended.
Configure it
For note reminders, create or edit a visitor note and use its Set Reminder controls. Choose the recipient, date and time there. The calendar itself does not have a separate reminder-creation form.
Appointments need website scheduling and the Scheduling role enabled for your operator. Ask a colleague with the Settings role to review your operator access. With the Scheduling role, you can manage your appointment schedule. Powerfront can enable website scheduling for you.
Appointment cancellation is controlled by Allow Operators to cancel Appointments in Settings › Scheduling › General Settings, together with each appointment's eligibility. A colleague with the Settings or Scheduling role can review that screen, subject to their editing permissions.
Settings
| Setting | Where | Applies to | Default | Who can change it | What it does |
|---|---|---|---|---|---|
| Enable Scheduling | Settings › General Settings › Admin | website | Off | Powerfront | Enable appointment scheduling for the website when the scheduling service is configured. |
| Allow Operators to cancel Appointments | Settings › Scheduling › General Settings | website | On when not set | Settings role, Scheduling role | Allow cancellation controls for appointments that are eligible to be cancelled. |
Permissions
| Permission | Lets you |
|---|---|
| Scheduling | Enable operator appointment functionality and access Appointment Schedule when website scheduling is available. |
Limits and good to know
- A reminder appears for the operator it is assigned to. Another operator's reminder will not necessarily appear in your calendar.
- Mobile loads appointments only when scheduling is enabled for that operator; it can still load note reminders separately.
- Cancelled and ended items can remain visible with their status.
- The selected day's list and the count of upcoming work can differ because the count excludes cancelled and ended items.
- Appointment and reminder times are formatted through different calendar paths. Check the appointment details and your device's time settings if a day or time looks unexpected.
Depends on and works with
View all connections as a list
This feature uses
- Appointment booking for visitorsEnhances
Appointment scheduling supplies appointments to the calendar.
- Customer notes and remindersEnhances
Visitor notes can have reminders that appear in the calendar.
- Operator remindersConfigured by
Set Reminder on a visitor note chooses the recipient and time of calendar follow-up work.
- Business hours and schedulingConfigured by
Scheduling settings and operator appointment schedules control appointment availability.
- Roles and permissionsConfigured by
The Scheduling role enables operator appointment access.
- Visitor and conversation information panelsRelated
Visitor details can show your next appointment or reminder for that customer.
- Mobile consoleRelated
My Calendar provides the mobile date list and detail screens for your appointments and reminders.
Used by
- Customer notes and remindersEnhances
Note reminders also appear in the calendar workflow.
- Mobile consoleEnhances
My Calendar provides appointment and reminder work.
- Operator remindersEnhances
The calendar displays reminder follow-up alongside appointments.
- Appointment booking for visitorsRequires
Appointment schedules and calendars supply the availability used for booking.
- Chat links for visitorsConfigured by
Booked appointments supply the time and completion state checked when visitors join.
- Task notes and operator remindersEnhances
The calendar shows scheduled reminders.
FAQ and troubleshooting
Why can I see reminders but no appointments?
Reminders are independent of scheduling. Ask a colleague with the Settings role to check your Scheduling access, and Powerfront to check website scheduling setup.
Why is a note missing from the calendar?
A note needs a reminder date and recipient. Check its Set Reminder details and which operator the reminder is for.
Why is Cancel Appointment missing?
The website may disallow operator cancellation, or that appointment may not be eligible. Ask a colleague with the Settings or Scheduling role to review it.
Can I change the note from the calendar?
Yes. Open the reminder and select Edit Note to change the note and reminder.
Does an empty calendar prove I have no work?
Check the selected date and reopen the calendar if loading appeared incomplete. Confirm important work in the underlying appointment or note if the list does not look right.