Calendar

The Calendar shows every appointment your team has with customers, such as a site visit to check the roof and power bill before a quote. Each slot comes from the assignee’s working hours, so nobody is double-booked, and the customer can confirm the time themselves from a link.

1. Book appointment: book a new slot.
2. Previous / Today / Next: move through the calendar, or jump back to today.
3. Day / Week / Month: change how much you see at once.
4. Filters: show one person’s appointments (Everyone at first), one appointment type (All types) or one status (All statuses).
5. Status colours: what each colour on a card means. See Appointment statuses.

Tip

Before you can book, the assignee needs working hours. If you see Set your working hours to start booking, set them in Settings › Working hours and holidays first.

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The three views

Week shows each day as a column with the appointments as cards. The day header shows how many are booked. Day shows one day in more detail. Month shows the whole month with each appointment as one line.

Times shown crossed out are busy in the assignee’s own connected calendar (Google Calendar or Outlook).

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Book an appointment

1. Click Book appointment.
2. Fill in the form:

1. Customer: choose the contact.
2. For: if the customer has an open record, pick it, or leave Not for a record. Booking for a record moves that record’s stage on its own.
3. Type: the kind of appointment, such as a site visit. It sets the usual length.
4. Assignee: who will go.
5. Start time: pick one of the free times. They come from the assignee’s working hours between Look from and Look until. Change Duration first if the visit needs longer.
6. Scroll down to choose the Status (Awaiting confirmation at first, see below) and add a Location if it helps. Then click Book slot.

When the appointment is booked, Setaflow shows a Customer confirmation link. Copy it and send it to the customer. It works once and then expires.

Note

If you see Customer self-confirm links aren’t in your plan, your plan doesn’t include confirmation links. Confirm the appointment yourself once the customer says yes.

Which status to book with

Status	When to use it
Tentative	Pencilled in. Holds the slot, but you haven’t offered it to the customer yet.
Awaiting confirmation	Booked. The customer still has to confirm.
Confirmed	The customer already said yes. No confirmation link is made.

Important

Setaflow checks the slot again when you click Book slot. If someone else took it a moment earlier, pick another time.

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How the customer confirms

The customer opens the link and sees Please confirm your appointment. They tap Yes, I’ll be there and see Thank you — you are confirmed. The appointment turns Confirmed on your calendar.

The link works once. It also stops working after 14 days. If a customer says the link doesn’t work, send them a new one with Confirm link (see below).

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Change an appointment

Click ⋮ on an appointment card. The menu shows only for appointments that are Tentative, Awaiting confirmation or Confirmed.

• Confirm: mark it confirmed when the customer said yes on the phone.
• Confirm link: copy a new confirmation link. The old link stops working.
• Reschedule: pick a New start and length, and add a Reason (optional). The time is checked against the assignee’s other appointments, and the reminders move with it.
• Done: record How did it go? with the Outcome, Notes, Next step and a Follow-up date. A follow-up date adds a task for the owner at 10:00 that day. You can also Book the next visit from here.
• No show: the customer wasn’t there.
• Cancel: cancels the appointment and its reminders.

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Appointment statuses

Status	What it means
Tentative	Holding the slot. Shown with a dashed amber border.
Awaiting confirmation	Booked, waiting for the customer to confirm.
Confirmed	The customer said yes.
Completed	Marked Done.
No show	The customer wasn’t there.
Cancelled	Cancelled. Its reminders are cancelled too.

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Good to know

• Reminders go out to the customer before each appointment. When they go out is set per type in Appointment types.
• Is this date free? If your plan includes resource booking, a second tab lets you check whether equipment or a team is free for a date range and hold those dates for a customer. If you don’t see the tab, your plan doesn’t include it.
• Buttons depend on your role. Staff who can’t book don’t see Book appointment. See Roles and access.

What’s next?

• Turn a site visit into a quote
• Set up appointment types

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