Scheduling is the platform’s shared diary. Booking an appointment records a titled calendar entry against your staff, checks that nobody is double-booked before it saves, and queues a confirmation and reminder automatically.
Before you start
- You need the scheduling.appointments.manage permission to create appointments; view-only users can see the calendar but not book.
- Have the organiser and any attendees in mind — you look people up by name or email, never by an internal ID.
- To knowingly book over an already-occupied slot you additionally need the scheduling.appointments.override_conflict permission.
Steps
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Open Scheduling → Calendar and select + Add on a day, or click a time slot in the week or day view to pre-fill the start.
[screenshot: Scheduling calendar with the New appointment button]
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In the New appointment dialog, enter a Title (required) and choose a Type — meeting, interview, onboarding, site visit, service, review or other.
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Set Start and End (the end must be after the start) and pick a Timezone.
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Optionally add a Location and a Meeting link.
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Use the Organiser picker to search staff by name or email and select who owns the appointment.
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Under Internal attendees, add staff members; each selected person appears as a chip you can remove. Optionally add one External attendee (optional) by name and External email.
[screenshot: New appointment form with organiser and attendee pickers]
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To create a repeating series, set Repeat to Daily, Weekly or Monthly and enter the number of Occurrences.
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Select Create appointment.
Result
The appointment is saved with a reference number and appears on the calendar. Before saving, the module locks the organiser and internal attendees and rejects the slot if any of them already has an overlapping appointment or approved leave — you see a conflict error unless you hold the override permission, in which case the override is written to the audit trail. A booking confirmation is sent immediately and a reminder is scheduled ahead of the start time. A recurrence rule expands into a chain of concrete instances, and a .ics file is generated for external calendars. Attendees can later record their own RSVP.