Appointment System Setup
Everything you need to turn your new appointment system on, customize it, and start booking more calls.
Welcome to your Appointment System
Your Appointment System has already been loaded into your account. Most of the work is done—you just need to personalize a few details, connect your calendar, and run a quick test before going live.
Watch the overview
A short walkthrough of everything included.
Complete the setup checklist
Ten guided steps to personalize your system.
Test and publish
Run a test booking, then go live with confidence.
Watch the Appointment System Walkthrough
This video walks through everything included in the snapshot, how the automation works, and the changes you should make before using it.
Everything in your snapshot
Your appointment system comes fully built. Here's every asset that was installed in your account.
Calendar
1 Discovery Call Calendar
- One-on-one appointment booking
- 30-minute default meeting length
- Calendar invitations enabled
- Rescheduling and cancellation enabled
- Custom booking form included
Automation
1 Complete Appointment Automation
- Scheduled appointments
- Canceled appointments
- No-shows
- Showed appointments
- Reminder messages
- Internal notifications
- Rescheduling follow-up
Email Templates
11 Email Templates
- 4 scheduled appointment emails
- 3 canceled appointment emails
- 3 no-show emails
- 1 internal appointment-status email
SMS Templates
16 SMS Templates
- 4 scheduled appointment messages
- 3 canceled appointment messages
- 3 no-show messages
- 6 internal notifications and status messages
Pipeline
1 Sales Call Pipeline
- Scheduled
- Cancelled
- No Show
- Showed
- Follow Up
- Not Qualified
- Not A Good Fit
Tags
7 Appointment Tags
- sales call | scheduled
- sales call | canceled
- sales call | no show
- sales call | showed
- sales call | follow up
- sales call | not qualified
- sales call | not a good fit
Additional assets
The appointment journey, step by step
From the moment a prospect books to the follow-up after the call, here's how appointments move through your system.
Appointment booked
When someone books through the discovery-call calendar, the system springs into action automatically.
- Their contact record is created or updated
- The "sales call | scheduled" tag is added
- An opportunity is created in the Scheduled pipeline stage
- The customer receives a confirmation email and text
- The assigned team member receives an internal notification
Reminders sent
The system sends appointment reminders on a schedule. Emails and texts are sent together.
- Immediately after booking
- One day before
- One hour before
- Ten minutes before
Appointment status updated
After the appointment, the assigned team member receives an email and text asking: Did they show? Did they no-show?
- Clicking the appropriate trigger link updates the appointment
- Moves the contact into the correct workflow path
- Status can also be updated manually from the calendar (Showed, No Show, or Canceled)
Follow-up begins
If the contact did not show or canceled, automated follow-up kicks in. If they showed, they move into the Showed stage.
- Appointment status, tag, and pipeline stage are updated
- Rescheduling emails and texts are sent (no-show / canceled)
- A manual follow-up task is created
- After a showed call, add your own post-call follow-up, payment link, proposal, or booking sequence
Your setup checklist
Work through these ten steps in order. Each one expands for full details. Check the box when you're done.
Run a quick test
Before you launch, book a test appointment and confirm each path works. Check each item as you verify it.
Book a test appointment
Use the calendar's share link and book an appointment using a test contact.
Test the Showed path
Mark the appointment as Showed or click the Showed trigger link.
Test the No-Show path
Book another test appointment and mark it as No Show.
Test cancellation
Cancel a test appointment through the customer-facing cancellation link.
Enhancements for later
These are optional. You don't need to configure them right now—add them once your core flow is live.
Final launch checklist
Confirm every item below is complete, then go live.
You're ready to start booking! 🎉
Share or embed your calendar link wherever prospects schedule appointments. Your confirmations, reminders, pipeline updates, and follow-up will now run automatically.
Need help finishing your setup?
If you get stuck, send our team a message. We can help review your setup, test the workflow, and make sure everything is ready to go live.
Setup review
Workflow testing
Go-live confirmation