Sales appointments and calendar feeds

Appointments are the visits your sales team books: a showroom visit, a test ride, a trade appraisal or a delivery. Test-ride requests from your website arrive as appointments waiting for you to confirm. Sales › Appointments shows them day by day, and each salesperson can subscribe to their own appointments in their phone's calendar.

Service department bookings live in the service calendar instead. See online scheduling and the service calendar.

Before you start #

• Appointments need a plan with the sales CRM (Pro and Enterprise).
• Times are entered and shown in your dealership's time zone (Settings › Settings & domains).
• Each rooftop's appointment length and whether it accepts test-ride requests are set under Settings › Locations (see locations).

Book an appointment #

1. Open the lead and select Schedule appointment in the Appointments panel.
2. Choose the Type: Sales, Test ride, Trade in, Service, Delivery or Other.
3. Enter the Date & time and the Duration (minutes).
4. Pick the Location, the Staff member and, if you like, the Vehicle.
5. Set the Status (Requested or Confirmed) and add Notes.
6. Select Schedule.

Booking an appointment on a lead that is New, Contacted or Qualified moves it to the Appointment stage and counts as first contact. If the rooftop has appointment hours set up, a booking outside them, or in a time slot that is already full, is refused with an explanation.

See the schedule #

1. Open Sales › Appointments.
2. Filter by Location, Staff, Status or Type and select Filter.
3. Use ← Earlier, Today and Later → to move through the days, and Day, Week or 30 days to change how much you see.
4. Select an appointment to open it.

(open full size)

1. Filters for rooftop, staff, status and type.
2. Day by day list of upcoming appointments.
3. Add to my calendar sets up your personal calendar feed.

Update the status #

Open the appointment and select the button for the new status:

Status changes are noted on the lead's Activity. Changing the start time resets the reminder, so the customer is reminded of the new time.

Reminders #

When the Appointment reminders workflow is on, staff are reminded before each appointment (24 hours before by default). Customers are reminded too, but only when they agreed to email or text. Owners and general managers set the timing under Settings › Workflows. Customer reminders need a live email or SMS provider (see messages).

Add your appointments to your calendar #

1. Open Sales › Appointments and select Add to my calendar.
2. Select Create my calendar link.
3. Copy the Calendar link and subscribe to it in Google Calendar, Outlook or Apple Calendar ("add calendar from URL").

Your appointments then appear in your calendar app and update about every hour. The feed covers the last 30 days and the next six months, and it only lists appointments assigned to you.

The link stops working by itself if you leave the dealership or lose access to appointments.

Tips #

• Confirm website test-ride requests quickly. Filter Status by Requested every morning.
• Add the unit to test-ride appointments, so the shop can have it prepped and charged.
• Mark no-shows honestly. The show rate in reports depends on it.

Permissions #

Limitations #