Appointments
Overview

Appointments

The Appointments module lets you schedule and track client meetings, service appointments, and other time-based interactions — all linked to a specific contact in your CRM.

Note: Appointments is a module-gated feature. It must be enabled per workspace via the Module Toggles system. When disabled, the sidebar link and all related features are hidden.

[SCREENSHOT PLACEHOLDER: Appointments list page showing upcoming tabs, assignee filter, and status badges]

How Appointments Differ from Events

Gordon CRM has two time-based features:

  • Appointments are for internal scheduling (e.g., 1:1 meetings, small group service sessions). They are manually created by your team and must be linked to a contact.
  • Events are for public-facing happenings (conferences, webinars). They can be published to a public registration page and support self-serve registration.

Appointment Types

Every appointment has a type that categorizes the interaction, shown as a colored badge:

  • Meeting (default) — General meetings and calls (discovery call, quarterly review)
  • Service — Service delivery sessions (haircut, coaching session, repair visit)
  • Other — Anything else (site visit, drop-off)

Tracking Status

Appointments use an "assumed past" model — you don't need to manually mark an appointment as completed. Once its end time has passed, Gordon CRM automatically displays a green Past badge.

If an appointment doesn't go as planned, you can update its status using the quick-action buttons on the appointment detail page (or the three-dot menu on the list page):

  • Cancel — Marks the appointment as Canceled (red badge)
  • Mark No Show — Marks the appointment as No Show (amber badge)
  • Revert to Scheduled — Removes the canceled/no-show status

The Appointments Page

The Appointments page is your central scheduling view.

Filtering and Sorting

  • Upcoming vs. Past — Toggle between upcoming appointments (sorted soonest first) and past appointments (sorted most recent first).
  • Assignee Filter — View only your appointments (default), all appointments, unassigned appointments, or select a specific team member.
  • Search — Search by appointment title or contact name.

Creating Appointments

You can create an appointment from two places:

From the Appointments Page

  1. Navigate to Appointments in the sidebar.
  2. Click Add Appointment.
  3. Search for and select a contact (required).
  4. Fill in the title, type, date, time, location, and description.
  5. Click Save.

From a Contact's Detail Page

Click + Add Appointment on any contact's detail page. The form opens with the contact already selected and locked.

Smart Defaults: When you create a new appointment, the start and end times default to tomorrow from 10:00 AM to 11:00 AM. If you change the start time, the end time automatically adjusts to keep the same duration.

The Appointment Detail View

Click any appointment to open its detail view. The page is split into two sections:

  • Metadata Card — Shows the title, status, linked contact, assignee, date, time, location, and description. From here you can use the quick-action buttons to change the status, or click Edit to update the details.
  • Notes Section — Add and manage notes specific to this appointment. See Appointment Notes for details.

[SCREENSHOT PLACEHOLDER: Appointment detail view showing metadata card, quick-action buttons, and notes section]

Dashboard Widget

The main dashboard includes a "My Upcoming Appointments" widget showing:

  • Appointments assigned to you that are scheduled within the next 7 days
  • Up to 5 appointments
  • Each item shows the title, linked contact name, and formatted date/time
  • Clicking an appointment takes you straight to its detail view

Permissions

All workspace members can view, create, edit, and delete appointments.

Note: Unlike deals and companies (which restrict deletion to admins), appointment scheduling is a core daily action. Any team member can delete an appointment if needed.

Related

OverviewAppointment Notes