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Appointments - Appointment List
Appointments - Appointment List

An overview on how to view, refine and report on your appointments

Michael Buckley avatar
Written by Michael Buckley
Updated over a week ago

At the Event landing page, navigate to Appointments. You can filter by My Appointments or All Appointments that are occurring at the event in your company.

The appointments list screen is the primary screen for viewing your appointments. The appointments are listed in alphabetical order, followed by date/time sequential order, once the appointments have a date & time. The listing of appointments includes an Appointment Name, Date/Time, Location, People and Actions columns.

To view an individual appointment, simply select the Appointment Name. For a quick snapshot of the attendees of the appointment along with their participation status, select the Number in the People column.

The other actions available to you for an appointment can be found in the ... icon.

Options include:

Copy Share URL = Copies URL to share with your colleagues

Copy Email Addresses = Copies all e-mail addresses linked to the appointment

Download Attendance Report = Downloads .xls file of all attendees

Merge Appointment = Settings to merge one appointment with another

Edit = Opens Appointment details to Edit appointment

Cancel = Cancels the appointment

Delete = Deletes the appointment

APPOINTMENT DETAILS

Appointment details display all the information selected when the New Appointment was created. These fields can be updated if changes need to be made by clicking Edit in the Actions icon (...).

SUBSCRIBE TO CALENDAR

Select Subscribe while in All Appointments in order to synch all of your appointments with dates and times on your desktop and devices.

APPOINTMENT STATUSES

At the top of the page, the overview metrics for Appointments will display.

The statuses for each appointment are:

TOTAL

This is the total number of appointments in all statuses.

PROPOSED
These are appointments that have been proposed to occur at the event, but outreach has not been sent out from the system.

PENDING
These are appointments where invites have been sent out through the system. Invites may be sent with a specific date and time selected or with the ability for the customer to select the date & time they prefer.

CONFIRMED
These are appointments where the customer has accepted the invite that was sent with a date & time or they have selected their preferred date & time through the ask a customer option. For internal meetings, confirmed status means that at least one attendee has accepted the invite.

DECLINED
These are appointments where the customer has declined the invite that was sent. Customers are able to provide a reason for decline, such as Not Attending Event, Fully Booked or Other Reason.

CANCELLED
These are appointments that your company has cancelled. Cancelled appointments are typically due to the organization deciding they'd no longer like to have the appointment or the customer has informed you outside of the system that they will be unable to meet, such as not attending the event.

MUTUAL REQUESTS

A powerful feature of Appointments is the ability to see if within your organization, two or more groups have a mutual request to meet with your customer. Directly under the Total Number of Appointments metric will "X Mutual Requests". Tap on that hyperlink to view the customers that have mutual requests.

SEARCHING & REFINING YOUR APPOINTMENTS

You have the ability to Search and Refine your appointments in almost any manner that you would like. 

Within the search bar, you may search by Appointment Name, Employee Name/Email or Customer Name/Email. 

By tapping the Refine button, you will see all refine options, which include, but are not limited to: Organizer, Scheduler, Location, Date, Topic, Objective, and whether the appointment is a Mutual Request.

SAVED VIEWS

Upon selecting your Refine criteria, you may choose to Save as View bottom left. This will save the refined view for you to quickly access each time you visit your appointments. A nice feature is that this saved view will be stored for you on all appointments in each event moving forward.

Toggle on Shared With and enter people you would like to share this saved View with.

You may also select Save as Default View so that each time you visit All Appointments, it will automatically be defaulted to this view.

REPORTING

You may download a listing of your appointments or all appointments by clicking the Import / Export button. The reports are available in Excel, PDF or PPT formats. If you use search or refine functions, the downloaded report will be of the appointments that matched your search or refine criteria.

There is also a new feature to Import XLS or ICS appointments in bulk. Choose one of the Import options and drag and drop the import file into the pop up window as directed.

  1. Import - Appointments (XLS) - Use Download Template to prepare file.

  2. Import - Appointment (ICS)

ANALYTICS

Click the Dashboard button to see the analytics of All Appointments to date. You may also download these analytics as a report by using the Export to PDF or Export to PPT functions.

You may also view Analytics in the Appointments menu on the left hand side to see the same screen.

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