Solodoer Tutorials | Client Appointments Setup

Last Updated: Oct 31, 2025

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Solodoer Tutorials | Client Appointments Setup

Client Appointments Setup Tutorial

The Client Appointments app allows you to view, create, and manage appointment bookings specifically related to individual clients. This app serves as your appointment management hub where you can track all scheduled meetings, confirm appointments, update details, and manage your calendar efficiently.

Note: Setting up Client Appointments is optional but highly recommended if you're using the Appointments app and want to manage customer appointment bookings effectively.

What You'll Learn

In this tutorial, you'll learn how to:

Understand what Client Appointments are and how they integrate with Appointments and Clients apps
Access the Client Appointments app from your dashboard
View all appointment requests and bookings
Create manual client appointments
Select clients and appointment types
Choose appointment dates and times
Add appointment reasons and organizer details
Confirm appointments on behalf of clients
Update appointment status (confirm or cancel)
Handle appointment confirmations from both client and organizer sides
Cancel appointments with proper reasoning
Delete appointment records when needed
Search and filter appointments by status
Best practices for managing client appointments

Understanding Client Appointments

What are Client Appointments?

Client Appointments in Solodoer are individual booking records that represent scheduled meetings between you (the organizer) and your clients. Each client appointment contains complete details about a specific meeting including the client, appointment type, date/time, and status.

Client Appointment Information Captured:

Client Information: Which client the appointment is with
Appointment Type: Which appointment card (from Appointments app) was selected
Date & Time: Specific date and time of the appointment
Duration: Length of the appointment
Meeting Type: Online Meeting, Phone Call, or Office visit
Appointment Reason: Why the client is scheduling the appointment
Organizer Details: Your name, email, and phone number for the meeting
Status: Requested, Upcoming, Past, Cancelled by Client, or Cancelled by Organizer
Confirmation Status: Whether confirmed by client and/or organizer
Reminder Settings: When reminders will be sent
Custom Questions: Answers to custom questions configured in the Appointment

How Do Client Appointments Work?

From Customer Website Submissions:

Customer visits your website's contact-us page
They select an appointment card that interests them
They choose a date and time from available slots
They fill out their contact information and appointment reason
They submit the appointment request
The appointment appears in your Client Appointments app with status "Requested"
Their information is automatically saved as a client record in your Clients app
You can review, confirm, or cancel the appointment

From Manual Creation:

You create a new client appointment in the dashboard
You select an existing client or create a new one
You choose an appointment type from your available appointments
You select a date and time from available slots
You enter appointment reason and organizer details
You can optionally mark it as confirmed by client
The appointment is created with appropriate status
Email notifications can be sent to the client

Integration with Other Apps

Client Appointments integrates with:

Appointments App:

Uses appointment types you've created (Free Consultation, Strategy Session, etc.)
Inherits duration, meeting type, and reminder settings
Shows available time slots based on weekly availability
Includes custom questions configured in the appointment

Clients App:

Links to existing client records
Allows creating new clients during appointment creation
Stores client contact information
Automatically creates client records from website submissions

Why are Client Appointments Important?

Centralized Booking Management - All appointments in one place
Status Tracking - Monitor requested, upcoming, past, and cancelled appointments
Confirmation Workflow - Track confirmations from both client and organizer
Manual Booking - Create appointments for clients who book through other channels
Lead Management - Website appointment requests automatically tracked
Email Notifications - Automated emails for confirmations and updates
Professional Organization - Maintain complete appointment history
Calendar Coordination - Prevent double-bookings and scheduling conflicts

Before You Begin

To complete this tutorial, you should have:

Completed the Clients Setup Tutorial - Understanding client management
Completed the Appointments Setup Tutorial - Created at least one appointment type
Access to your business dashboard at www.solodoer.com/dashboard
At least one client in your Clients app (or be ready to create one)
At least one active appointment in your Appointments app

Tip: If you haven't set up Appointments yet, complete that tutorial first as Client Appointments depends on having appointment types configured.

Accessing the Client Appointments App

To access the Client Appointments app:

Log in to your Solodoer Dashboard
Find your business card on the dashboard
Click the "Manage Apps" button on your business card
You'll be redirected to Manage Apps page
Click on the "Client Appointments" card to open the Client Appointments app
You'll be redirected to Client Appointments page

If you haven't added any client appointments yet and no one has submitted an appointment request through your website, you'll see an empty state with the message "No Client Appointments here" and instructions to click "Add Client Appointment" button.

Viewing Your Client Appointments

The Client Appointments page displays all your appointment bookings in a card-based layout.

Client Appointment Card Display

Each client appointment card shows:

Card Header: "Client Appointment: [Client Name]" with status badge
Action Menu: Three-dot menu with View Details, Confirm/Cancel, and Delete options
Client Name - Who the appointment is with
Appointment Title - Type of appointment (e.g., "Free Consultation Call")
Appointment Status - Current status (Requested, Upcoming, Past, Cancelled)
Appointment Date - When the appointment is scheduled
Appointment Duration - Length of the appointment (e.g., "30 minutes", "1 hour")
Appointment Type - Meeting format (Online Meeting, Phone Call, Office)
Request By - Who created the appointment ("Client" or "Organiser")
Confirmed by Client - Yes or No
Confirmed by Organiser - Yes or No
Created at - When the appointment was created
Modified at - When the appointment was last updated

Understanding Appointment Statuses

Client appointments have different statuses that reflect their current state:

Requested:

Appointment submitted by client through website
Waiting for organizer confirmation
Action needed: Review and confirm or cancel

Upcoming:

Appointment confirmed by both organizer and client
Scheduled for future date/time
Action needed: Prepare for the meeting

Past:

Appointment date/time has passed
Meeting should have occurred
Action needed: No action, archived

Cancelled by Client:

Client cancelled the appointment
Includes cancellation reason
Action needed: No action needed

Cancelled by Organiser:

You (organizer) cancelled the appointment
Includes cancellation reason
Action needed: No action needed

Searching Client Appointments

Use the search bar at the top to find specific appointments:

Type your search term in the search box
Appointments are filtered by client name
Results update as you type

Filtering Client Appointments

Use the filter dropdown to view specific appointment statuses:

Available Filters:

Requested - Show only appointment requests waiting for confirmation
Upcoming - Show only confirmed future appointments
Past - Show only appointments that have already occurred
Cancelled - Show appointments cancelled by either client or organizer

Filtering Tips:

Use "Requested" filter to see appointments needing your attention
Use "Upcoming" filter to prepare for scheduled meetings
Use "Past" filter to review completed appointments
Use "Cancelled" filter to track cancelled bookings

Step 1: Creating Your First Client Appointment

Let's manually create a new client appointment.

Navigate to Add Client Appointment Page

Go to the Client Appointments page
Click the "Add Client Appointment" button at the top
You'll be redirected to Manage Client Appointment page

Understanding the Client Appointment Form

The client appointment form consists of one main card titled "Client Appointment Section" where you'll enter:

Client & Appointment Selection:

Client - Choose which client the appointment is with
Appointment - Select appointment type from your available appointments

Date & Time Selection:

Date - Choose appointment date from available dates
Time - Select time slot from available times

Appointment Details:

Reason - Why the client is scheduling the appointment (3-250 characters)

Organizer Information:

Organiser Name - Your name or representative's name (3-25 characters)
Organiser Email - Contact email for the organizer
Organiser Phone Number - Contact phone for the organizer

Confirmation Settings:

Confirmed by Client - Whether client has confirmed (True/False)
Send Email - Whether to send email notification to client (True/False)

Step 2: Selecting the Client

Choose which client this appointment is for.

Prerequisites

Before linking a client, you need to:

Create clients in the Clients app first
Ensure you have the client information ready

If you haven't created clients yet:

Visit the Clients Tutorial to learn how to create clients
Add clients first, then come back to link them to appointments

Adding a Client to Your Appointment

On the Manage Client Appointment page, find the Client field:

Click the "Choose Client" button
The Client Dialog will open showing all your existing clients
Click on any client card to select it for your appointment
The dialog will close and the client will be linked to your appointment

Client Dialog Features:

Refresh Button:

Located at the top left
Click to reload the latest clients from the server
Useful if you just created new clients in another tab

Add Client Button:

Located at the top right
Redirects you to the Add Client page
Use this to create new clients without leaving the appointment form
After creating a client, return to the appointment form and click Refresh in the Client Dialog

Selecting Clients:

Browse the scrollable list of available clients
Click on any client card to select it
Each client card shows the client name and has an edit option

Important: Each client appointment must be linked to exactly one client. You cannot save an appointment without selecting a client.

Client Selection Tips:

Use existing clients for repeat customers
Create new clients for first-time appointments via the Add Client button
Ensure client information is accurate for email notifications
Client details can be updated later in the Clients app

Step 3: Selecting the Appointment Type

Choose which type of appointment this will be.

Prerequisites

Before selecting an appointment, you need to:

Create appointment types in the Appointments app first
Ensure you have at least one active appointment configured

If you haven't created appointments yet:

Visit the Appointments Tutorial to learn how to create appointment types
Add appointments first, then come back to link them to client appointments

Adding an Appointment to Your Client Appointment

On the Manage Client Appointment page, find the Appointment field:

Click the "Choose Appointment" button
The Appointment Dialog will open showing all your existing appointments
Click on any appointment card to select it
The dialog will close and the appointment will be linked
The Date and Time fields will be reset to allow selecting available slots

Appointment Dialog Features:

Refresh Button:

Located at the top left
Click to reload the latest appointments from the server
Useful if you just created new appointments in another tab

Add Appointment Button:

Located at the top right
Redirects you to the Add Appointment page
Use this to create new appointment types without leaving the client appointment form
After creating an appointment, return to the client appointment form and click Refresh in the Appointment Dialog

Selecting Appointments:

Browse the scrollable list of available appointments
Click on any appointment card to select it
Each appointment card shows the title, description, duration, and type

Important: Each client appointment must be linked to exactly one appointment type. You cannot save a client appointment without selecting an appointment.

What Happens When You Select an Appointment:

Available dates are calculated based on the appointment's weekly availability
Available time slots are shown based on the appointment's schedule
Duration and meeting type are inherited from the appointment
Reminder settings are automatically applied
Custom questions (if any) are recorded

Appointment Selection Tips:

Choose the appointment type that matches the client's needs
Verify appointment duration is appropriate
Check that meeting type (online, phone, office) is correct
Create new appointment types via the Add Appointment button for recurring meeting formats

Step 4: Choosing Appointment Date

Select when the appointment will take place.

Date Selection

Find the Date field
Click the "Choose Date" dropdown
You'll see a list of available dates based on:
- The selected appointment's start date and end date range
- The appointment's weekly availability settings
- Today's date and future dates only

Available Date Display:

Each date option shows:

Day of the week (e.g., "Monday")
Full date (e.g., "January 15, 2025")
Dates are sorted chronologically

Date Selection Rules:

Only dates within the appointment's availability period are shown
Only dates matching the appointment's weekly availability days appear
Past dates are never shown
If no dates are available, verify the appointment's start/end dates

Example:

If your selected appointment has:

Weekly availability: Monday-Friday, 9 AM - 5 PM
Start Date: Now
End Date: 4 weeks

You'll see all weekdays (Monday-Friday) for the next 4 weeks, but no Saturdays or Sundays.

Step 5: Choosing Appointment Time

Select the specific time slot for the appointment.

Time Selection

Find the Time field
Click the "Choose Time" dropdown
You'll see a list of available time slots based on:
- The selected appointment's weekly availability for that day
- The appointment's duration
- 30-minute slot increments

Available Time Display:

Each time option shows:

Start time (e.g., "9:00 AM")
End time (e.g., "9:30 AM")
Duration automatically calculated

Time Selection Rules:

Time slots are based on the appointment's weekly availability
If the selected appointment has Monday 9:00 AM - 5:00 PM availability, you'll see slots from 9:00 AM to 5:00 PM
Time slots are in 30-minute increments
The last available slot ensures the full appointment duration fits within the availability window

Example:

If your selected appointment has:

Duration: 1 hour
Monday availability: 9:00 AM - 5:00 PM
Selected date: Monday, January 15, 2025

You'll see time slots like:

9:00 AM - 10:00 AM
9:30 AM - 10:30 AM
10:00 AM - 11:00 AM
...
4:00 PM - 5:00 PM (last slot, as 4:30 PM wouldn't fit the 1-hour duration)

Time Selection Tips:

Choose times that work for both you and the client
Consider time zones if working with international clients
Factor in travel time for office appointments
Leave buffer time between back-to-back appointments

Step 6: Adding Appointment Reason

Explain why the appointment is being scheduled.

Reason Field

Find the Reason field
Enter the purpose of the appointment (3-250 characters)

Reason Examples:

For Consultation Appointments: "Client wants to discuss their website redesign project and get a quote for services. They're looking to launch in 3 months."

For Support Appointments: "Client is experiencing issues with their email configuration after domain setup. Need to troubleshoot DNS records and email client settings."

For Strategy Sessions: "Initial discovery call to understand the client's business goals, current marketing challenges, and discuss potential strategies for Q2 2025."

For Product Demos: "Client is interested in our premium plan features. They want to see the advanced analytics dashboard and custom branding options in action."

For Follow-up Meetings: "Follow-up meeting to review the project progress, discuss client feedback on the initial designs, and plan next phase deliverables."

Reason Writing Tips:

Be Specific:

Good: "Client needs help setting up payment gateway integration for their e-commerce site"
Bad: "Client has questions"

Include Context:

Mention specific features, services, or issues
Note any deadlines or urgency
Reference previous conversations if applicable

Keep It Concise:

Focus on the main purpose
Use clear, professional language
Avoid unnecessary details

Why Reason is Important:

Helps you prepare for the appointment
Provides context for future reference
Useful for tracking appointment types
Assists in follow-up communications

Step 7: Entering Organizer Information

Provide your contact details as the appointment organizer.

Organiser Name

Find the Organiser Name field
Enter your full name or representative's name (3-25 characters)

Name Examples:

"John Smith"
"Sarah Johnson"
"Michael Chen"
"Dr. Emily Rodriguez"
"Support Team"

Naming Tips:

Use your professional name
Match the name on your business communications
If someone else is conducting the meeting, use their name
Be consistent across appointments

Organiser Email

Find the Organiser Email field
Enter your contact email address (valid email format)

Email Examples:

Email Tips:

Use your business email (from Domain app setup)
Ensure the email is actively monitored
This email receives appointment confirmations
Client may use this email to contact you

Organiser Phone Number

Find the Organiser Phone Number field
Enter your contact phone number (valid phone format)

Phone Number Format:

Can include country code: +919876543210
Or without: 9876543210
Must be 8-12 digits long

Phone Number Examples:

"+14155551234" (US number with country code)
"+919876543210" (India number)
"9876543210" (without country code)

Phone Number Tips:

Include country code for international clients
Use the number you'll actually answer
For Phone Call appointments, verify this number is correct
Keep this number updated

Why Organizer Information Matters:

Client receives these details in confirmation emails
Provides contact information if client needs to reschedule
Shows professionalism with complete contact details
Required for phone call appointments

Step 8: Setting Confirmation Options

Configure whether the client has confirmed and whether to send email notifications.

Confirmed by Client

Find the Confirmed by Client field
Select from the dropdown:
- True - Client has confirmed the appointment
- False - Client hasn't confirmed yet

When to Set Confirmed by Client = True:

You've already discussed the appointment with the client
Client confirmed via phone, email, or in-person
You're creating the appointment on behalf of the client after their approval
This is a rescheduled appointment that the client agreed to

When to Set Confirmed by Client = False:

You're creating the appointment tentatively
You need to check with the client first
Client needs to confirm availability
Default setting for manual appointments

Note: Website appointment submissions automatically set this to False, requiring client confirmation through the confirmation workflow.

Send Email

Find the Send Email field
Select from the dropdown:
- True - Send email notification to client
- False - Don't send email notification

When to Set Send Email = True:

Client should be notified about the new appointment
You want automated email confirmation sent
Client needs appointment details via email
Professional confirmation required

When to Set Send Email = False:

You've already communicated with the client another way
This is an internal/draft appointment
Testing appointment creation
Client will be notified manually

What's Included in the Email:

Appointment type and title
Date and time
Duration and meeting type
Organizer contact information
Appointment reason
Any custom questions/answers
Confirmation/cancellation options

Step 9: Save and Submit Your Client Appointment

After completing all fields, save your client appointment.

Review Your Client Appointment

Before submitting, verify:

Client & Appointment:

Client - Correct client selected
Appointment - Appropriate appointment type chosen

Date & Time:

Date - Correct appointment date selected
Time - Appropriate time slot chosen
Duration - Inherited from appointment (verify it's correct)

Details:

Reason - Clear explanation (3-250 characters)

Organizer Information:

Organiser Name - Spelled correctly (3-25 characters)
Organiser Email - Valid email format
Organiser Phone Number - Valid phone number

Confirmation:

Confirmed by Client - Set appropriately (True/False)
Send Email - Chosen based on notification needs (True/False)

Submit Your Client Appointment

At the top of the page, click the "Save & Submit" button
Your client appointment will be saved to the server
You'll see a success message
If "Send Email" was True, notification email will be sent
You'll be redirected back to the Client Appointments page

What Happens Next:

Appointment appears in your client appointments list
Status is set based on confirmation settings
If confirmed by client: Status = "Upcoming"
If not confirmed by client: Status = "Requested"
Email notification sent (if enabled)
Appointment is linked to the client record
Reminder will be sent based on appointment settings (if configured)

Viewing Appointment Details

Opening the Appointment Details Dialog

To view complete details of any client appointment:

Go to the Client Appointments page
Find the appointment card you want to view
Click the three-dot menu icon on the card
Select "Additional Details" from the dropdown menu
The Appointment Details Dialog will open

Appointment Details Dialog Information

The dialog displays additional details for the selected client appointment.

Dialog Title:

Shows "Additional Details for [Client Name] Appointment"

Information Displayed Based on Appointment Type:

If appointment was created by Organiser (manual creation):

Appointment Reason - The reason you entered when creating the appointment

If appointment was requested by Client (website submission):

Custom Questions & Answers - All questions configured in the appointment type with the client's answers
Each question is displayed with its corresponding answer
Questions are shown in the order they were configured

If appointment was cancelled:

Cancel Reason - The reason provided when cancelling the appointment
Shown regardless of who cancelled (client or organiser)

Note: The appointment card already shows the main information (client name, appointment title, date, time, duration, type, status, confirmations). The details dialog only shows the additional information not visible on the card (appointment reason, question answers, or cancel reason).

Closing the Dialog:

Click the X button in the top right
Or click outside the dialog to close it

Managing Appointment Status

Confirming or Cancelling Appointments

You can update appointment status through the Update Appointment Dialog.

Opening the Update Appointment Dialog

Go to the Client Appointments page
Find the appointment card you want to update
Click the three-dot menu icon on the card
Select one of the status update options:
- "Confirmed by client" - Mark as confirmed by client
- "Confirmed by organiser" - Mark as confirmed by organizer
- "Cancelled by client" - Mark as cancelled by client
- "Cancelled by organiser" - Mark as cancelled by organizer
The Update Appointment Dialog will open

Update Appointment Dialog Fields

The dialog contains the following fields:

Pre-filled Information:

Organiser Name - Auto-filled from appointment record
Organiser Email - Auto-filled from appointment record
Organiser Phone Number - Auto-filled from appointment record

Cancellation Reason (for Cancel actions only):

Cancel Reason - Required explanation (3-250 characters)
Only appears if you selected "Cancelled by client" or "Cancelled by organiser"

Email Notification:

Send Email - Whether to send email notification (True/False)

Confirming Appointment as Client

When to Use:

Client verbally confirmed the appointment
Client confirmed via phone, email, or other channel
You need to update client confirmation status manually

Steps:

Select "Confirmed by client" from menu
Verify organizer information is correct
Choose whether to send email notification
Click "Submit"

What Happens:

"Confirmed by Client" changes to Yes
If both client and organizer have confirmed, status becomes "Upcoming"
Email notification sent (if enabled)
Appointment card updated immediately

Confirming Appointment as Organiser

When to Use:

You've reviewed the appointment and can accommodate it
You want to confirm your availability for the meeting
Client submitted request through website and you're approving it

Steps:

Select "Confirmed by organiser" from menu
Verify organizer information is correct
Choose whether to send email notification (recommended: True)
Click "Submit"

What Happens:

"Confirmed by Organiser" changes to Yes
If both client and organizer have confirmed, status becomes "Upcoming"
Email notification sent to client (if enabled)
Appointment becomes officially scheduled

Cancelling Appointment as Client

When to Use:

Client requested cancellation
Client can't make the scheduled time
Client no longer needs the service

Steps:

Select "Cancelled by client" from menu
Verify organizer information is correct
Enter Cancel Reason (required, 3-250 characters)
- Example: "Client had a scheduling conflict and cannot attend"
- Example: "Client requested cancellation due to budget constraints"
Choose whether to send email notification to client
Click "Submit"

What Happens:

Status changes to "Cancelled by Client"
Cancel reason is recorded
Appointment cannot be confirmed again
Email notification sent (if enabled)
Time slot becomes available for other bookings

Cancelling Appointment as Organiser

When to Use:

You need to cancel the appointment
Scheduling conflict on your end
Business closure or emergency
Need to reschedule

Steps:

Select "Cancelled by organiser" from menu
Verify organizer information is correct
Enter Cancel Reason (required, 3-250 characters)
- Example: "Unfortunately, we need to reschedule due to an emergency. Please contact us to book a new time."
- Example: "Organiser is unavailable at this time due to unforeseen circumstances."
Choose whether to send email notification to client (recommended: True)
Click "Submit"

What Happens:

Status changes to "Cancelled by Organiser"
Cancel reason is recorded
Client is notified of cancellation (if email enabled)
Appointment cannot be confirmed again
Professional to provide rescheduling options in cancel reason

Cancel Reason Best Practices:

Be clear and professional
Explain the reason briefly
Offer to reschedule if appropriate
Apologize if cancelling on short notice
Provide contact information for questions

Managing Your Client Appointments

Deleting a Client Appointment

Important: You can only delete appointments that have a status of "Cancelled" (by client or organiser) or "Past". Active appointments (Requested or Upcoming) cannot be deleted - you must cancel them first.

To permanently remove a client appointment record:

Go to the Client Appointments page
Find the appointment card you want to delete
Verify the appointment status is either "Cancelled by Client", "Cancelled by Organiser", or "Past"
Click the three-dot menu icon on the card
Select "Delete Appointment" from the dropdown menu
A Delete Dialog will appear
Review the appointment details in the dialog
Click "Yes, I'm sure" to permanently delete

Warning: Deleting a client appointment is permanent and cannot be undone.

When Delete Option is Available:

Appointment status is "Cancelled by Client"
Appointment status is "Cancelled by Organiser"
Appointment status is "Past"

When Delete Option is NOT Available:

Appointment status is "Requested" (cancel it first)
Appointment status is "Upcoming" (cancel it first)

When to Delete:

Duplicate appointment entries
Test appointments created during setup
Spam or invalid appointment requests
Old cancelled appointments you want to archive
Past appointments you want to clean up
Cleaning up appointment records

What Gets Deleted:

The client appointment record
All appointment details and history
Confirmation statuses
Custom question answers
Appointment reason
Cancel reason (if applicable)

What Doesn't Get Deleted:

The client record (remains in Clients app)
The appointment type (remains in Appointments app)
Other appointments with the same client

Note: For Requested or Upcoming appointments, you must first cancel them using "Cancelled by client" or "Cancelled by organiser" before the delete option becomes available.

Understanding Website Appointment Submissions

One of the key benefits of the Client Appointments app is automatic capture of appointment requests from your website.

How Website Appointments Work

When a visitor submits an appointment through your website's contact-us page:

They select an appointment card (e.g., "Free Consultation Call")
They choose a date and time from available slots
They fill out their contact information:
- Name
- Email
- Phone Number
- Location (if provided)
They answer custom questions (if configured in the appointment)
They enter their appointment reason
They submit the request

What Happens Automatically:

Client Creation:
- If the email doesn't match an existing client, a new client is created
- Client information is saved to your Clients app
- Client is marked as private by default
Appointment Creation:
- Client appointment record is created in this app
- Status is set to "Requested"
- "Confirmed by Client" is set to True
- "Confirmed by Organiser" is set to False (requires your approval)
- "Request By" shows the client made the request
Notification:
- You can receive notifications about new appointment requests
- Client receives confirmation email (if configured)

Managing Website Requests:

Check "Requested" filter regularly for new appointments
Review appointment details and client information
Verify the date/time works for your schedule
Use "Confirmed by organiser" to approve the appointment
Or use "Cancelled by organiser" if you cannot accommodate
Send email notification to keep client informed

Benefits:

Never miss a lead from your website
All booking requests centrally tracked
Client information automatically captured
Professional appointment management process

Best Practices

Appointment Management Workflow

Daily Tasks:

Check "Requested" appointments first thing each day
Respond to new requests within 24 hours
Confirm or cancel pending appointments promptly
Review "Upcoming" appointments for the next 1-3 days
Prepare for upcoming meetings (review appointment reason and questions)

Weekly Tasks:

Review upcoming week's schedule
Check for scheduling conflicts
Follow up on requested appointments still pending
Archive or delete old cancelled appointments
Review past appointments for follow-up opportunities

Best Response Times:

New appointment requests: Within 24 hours
Cancellations: As soon as you know
Rescheduling requests: Within 48 hours
Confirmation emails: Immediately upon action

Email Notification Strategy

When to Send Email = True:

Confirming appointments as organizer
Cancelling appointments (always notify client)
Creating appointments on behalf of client
Any status change client should know about

When to Send Email = False:

Internal testing
Draft appointments
Client already notified through other means
System appointments for tracking only

Email Content Tips:

Emails include all relevant appointment details
Professional and automated
Provides clear next steps
Includes organizer contact information

Organizer Information Management

Keep Consistent:

Use the same name across appointments
Use the same email address (your business email)
Use the same phone number (your business phone number)

Professional Standards:

Use full legal/business name
Use professional email from your domain
Include country code for international clients
Ensure contact methods are actively monitored

Client Communication

Confirmation Best Practices:

Always send email when confirming as organizer
Respond to website requests within 24 hours
Include meeting preparation details
Provide clear join links for online meetings

Cancellation Best Practices:

Always send email when cancelling
Provide clear, honest reason
Offer to reschedule when possible
Apologize for any inconvenience
Respond to cancellation questions promptly

Rescheduling Process:

Cancel the original appointment with clear reason
Mention in cancel reason that you'll reschedule
Create a new appointment for the new time
Send email notification for both actions
Follow up to confirm client received updates

Appointment Reason Documentation

Be Detailed:

Capture specific needs and goals
Note any deadlines or urgency
Reference previous conversations
Include relevant context

Keep Updated:

Update reason if client provides more information
Add notes about pre-appointment discussions
Document any special requirements
Track client expectations

Use for Preparation:

Review reason before appointment
Prepare relevant materials
Research client's industry/needs
Tailor your approach

Status and Confirmation Tracking

Confirmation Workflow:

Scenario 1: Website Request

Client submits → Status: Requested, Client: Yes, Organiser: No
You confirm → Status: Upcoming, Client: Yes, Organiser: Yes

Scenario 2: Manual Creation

You create → Status: Requested, Client: No, Organiser: Yes
Mark confirmed by client → Status: Upcoming, Client: Yes, Organiser: Yes

Scenario 3: Direct Booking

You create with client confirmation → Status: Upcoming, Client: Yes, Organiser: Yes

Status Transition Examples:

Requested → Upcoming: When organiser confirms
Upcoming → Past: Automatically when appointment time passes
Requested → Cancelled: When cancelled before confirmation
Upcoming → Cancelled: When cancelled after confirmation

Avoiding Common Pitfalls

Double Booking:

Always check "Upcoming" before creating manual appointments
Review weekly schedule regularly
Consider time for travel (office appointments)
Leave buffer time between appointments

Miscommunication:

Always send email for confirmations and cancellations
Verify client contact information is correct
Include clear meeting details in emails
Confirm time zones for international clients

No-Shows:

Send reminder emails before appointments (if configured)
Confirm appointments 24 hours in advance
Include calendar invites in emails
Follow up on missed appointments

Disorganization:

Use filters to organize appointments by status
Review and update appointment reasons
Keep organizer information current
Delete or archive old appointments regularly

Troubleshooting Common Issues

Issue: Cannot Save Client Appointment

Possible Causes:

Required fields are empty or invalid
No client selected
No appointment selected
No date selected
No time selected
Reason field empty or too short/long
Organizer information missing or invalid
Internet connection lost

Solutions:

Check that all required fields are filled:
- Client - Must select a client (or create new)
- Appointment - Must select an appointment type
- Date - Must select from available dates
- Time - Must select from available time slots
- Reason (3-250 characters)
- Organiser Name (3-25 characters)
- Organiser Email (valid email format)
- Organiser Phone Number (valid phone number)
- Confirmed by Client (True/False selected)
- Send Email (True/False selected)
Verify all text fields meet character requirements
Check email and phone number formats
Check your internet connection
Refresh the page and try again

Issue: No Dates or Times Available

Error: Date or Time dropdown is empty

Possible Causes:

Selected appointment has no availability
Selected appointment has no weekly availability configured
Selected date doesn't match appointment's weekly schedule

Solutions:

Verify appointment settings:
- Go to Appointments app
- Find and edit the appointment
- Check Weekly Availability - ensure days are configured
Select a different appointment type with current availability
Update the appointment's availability settings
Create a new appointment with appropriate availability

Issue: Email or Phone Validation Error

Error Messages:

"Organiser Email must be a valid email address."
"Organiser Phone Number is not a valid phone number."

Solutions:

Email Format:
- Must include @ symbol
- Must have domain extension (.com, .org, etc.)
- Correct format: username@example.com
- Check for typos or extra spaces
- Examples: "john@business.com", "support@company.com"
Phone Number Format:
- Must be 8-12 digits
- Can include + for country code: +919876543210
- Remove spaces, dashes, or parentheses
- Correct format: +919876543210 or 9876543210
- Not valid: "(123) 456-7890", "123-456-7890"

Issue: Cannot Update Appointment Status

Error: Update fails or doesn't change status

Possible Causes:

Cancel reason missing when cancelling
Internet connection issues
Appointment already in that status
Invalid organizer information

Solutions:

For Cancellations:
- Ensure Cancel Reason field is filled (3-250 characters)
- Cancel reason is required for all cancellations
- Provide meaningful explanation
For Confirmations:
- Verify organizer information is correct
- Check that appointment isn't already confirmed
- Refresh page and check current status
General:
- Check your internet connection
- Try closing and reopening the update dialog
- Refresh the entire page
- Try again after a few seconds

Issue: Client or Appointment Dialog Not Loading

Error: Dialog opens but shows no data or loading error

Solutions:

Check your internet connection
Verify you have clients in the Clients app (for Client Dialog)
Verify you have appointments in the Appointments app (for Appointment Dialog)
Close and reopen the dialog
Refresh the page
Clear browser cache
Try a different browser

Issue: Email Notifications Not Sending

Error: Selected "Send Email = True" but client didn't receive email

Solutions:

Verify client email address is correct
Ask client to check spam/junk folder
Verify your domain email is properly configured:
- Go to Domain app
- Check email verification status
- Verify DNS records are configured
Check business plan is active (not expired)
Wait a few minutes - emails may be delayed
Try resending by updating the appointment status again

Issue: Wrong Time Zone Displayed

Error: Appointment times don't match expected timezone

Solutions:

All times are displayed in your local browser timezone
For international clients:
- Clearly communicate timezone in appointment reason
- Use UTC or specific timezone references
- Consider using timezone conversion tools
- Mention timezone in organizer email
Always confirm timezone with client before the appointment

Next Steps

Congratulations! You've successfully set up client appointment management in your Solodoer business.

Optimize Your Appointment System

Create Appointment Types - Set up multiple appointment options in the Appointments app
Organize Clients - Use tags in the Clients app to categorize clients
Monitor Requests - Check "Requested" filter daily for new website submissions
Stay Responsive - Confirm or cancel appointments within 24 hours
Use Email Notifications - Keep clients informed with automated emails
Review Regularly - Check upcoming appointments weekly
Follow Up - Use past appointments to identify follow-up opportunities

Integration with Other Apps

Client Appointments work well with:

Appointments App:

Create diverse appointment types for different services
Update availability to reflect your schedule
Configure custom questions to gather client needs
Set appropriate reminders

Clients App:

Tag clients by type, status, or source
Update client information regularly
Track client relationships
Display satisfied clients publicly (with permission)

Additional Resources

Getting Started Guide - Complete overview of Solodoer
Clients Setup Tutorial - Managing your client directory
Appointments Setup Tutorial - Creating appointment types

Need Help?

If you're having trouble with Client Appointments setup or have questions:

Contact Us: www.solodoer.com/contact-us
Help Tutorials: View all tutorials

Our support team is here to help you succeed!

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