# Calendar appointments and reminders

See your appointments and note reminders together and open the customer work they relate to.

*Release 3.3 · operator*

**Top bar › Calendar** · **Mobile › My Calendar** · **Settings › Account › Appointment Schedule** · **Settings › Scheduling › General Settings**

## 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

1. Open **Calendar** or **My Calendar**.
2. Choose a date. Dates with work are marked in the calendar, and the selected day's items appear in the list.
3. 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, on request | 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

### This feature uses

- **Configured in** [Operator reminders](CHAT-013.md): Set Reminder on a visitor note chooses the recipient and time of calendar follow-up work.
- **Configured in** [Business hours and scheduling](ADM-016.md): Scheduling settings and operator appointment schedules control appointment availability.
- **Configured in** [Roles and permissions](ADM-008.md): The Scheduling role enables operator appointment access.
- **Works better with** [Appointment booking for visitors](VX-023.md): Appointment scheduling supplies appointments to the calendar.
- **Works better with** [Customer notes and reminders](VIS-016.md): Visitor notes can have reminders that appear in the calendar.
- **Related** [Visitor and conversation information panels](CON-017.md): Visitor details can show your next appointment or reminder for that customer.
- **Related** [Mobile console](CON-033.md): My Calendar provides the mobile date list and detail screens for your appointments and reminders.

### Used by

- **Required by** [Appointment booking for visitors](VX-023.md): Appointment schedules and calendars supply the availability used for booking.
- **Configures** [Chat links for visitors](VX-024.md): Booked appointments supply the time and completion state checked when visitors join.
- **Enhances** [Customer notes and reminders](VIS-016.md): Note reminders also appear in the calendar workflow.
- **Enhances** [Mobile console](CON-033.md): My Calendar provides appointment and reminder work.
- **Enhances** [Operator reminders](CHAT-013.md): The calendar displays reminder follow-up alongside appointments.
- **Enhances** [Task notes and operator reminders](ENG-024.md): 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.