Appointment Scheduler App Overview

Appointment Scheduler

1. What it is

Appointment Scheduler lets employees publish booking pages at /meet/<page-slug> on your workspace domain. Invitees — external customers, candidates, vendors, or colleagues — pick a genuinely free slot and the meeting lands on the host’s calendar automatically, with no back-and-forth email.

• Enablement: Appointment Scheduler requires a license. An admin enables it from Admin → Apps → All Apps; it is off by default.
• What it is not: Appointment Scheduler is the external-facing booking surface. It is not Interview Scheduler (which coordinates multi-round interview panels tied to Job Board applicants) and it is not the Calendar app (which manages internal events and recurring meetings).

2. Standing it up

1. Go to Admin → Apps → All Apps and enable Appointment Scheduler. Grant access to the users or groups who will host booking pages.
2. Go to Apps → Appointment Scheduler → Settings. Review the defaults — every switch is on except SMS reminders, and anyone with access to the app may publish pages people outside the organization can book. These settings apply to the whole workspace. Hosts can’t change them, with one exception: each meeting type can set its own reminder lead time in place of the workspace default.
3. Have each host go to Apps → Appointment Scheduler → Booking Pages and create a page. A new page starts with a default “30 minute meeting” type and Monday–Friday 9:00–17:00 availability in the host’s timezone.
4. The host edits their page to add or rename meeting types, adjust weekly availability windows, and set any date overrides (days off, custom hours).
5. Share the page’s public link — https://<your-domain>/meet/<page-slug> — or embed it on an external website. Invitees can now book.

What silently blocks bookings: a booking page with no active meeting type, or one that has expired, shows as “unavailable” even when active. If the workspace’s Allow booking via public /meet pages (applies to everyone, including colleagues) setting is off, every booking page in the business shows as unavailable — to signed-in colleagues as well as outside invitees.

3. How it fits together

Booking page — the published surface an invitee visits. Each page has an owner, a URL slug (unique per business), a timezone, and a visibility setting. A page can be solo (one host) or team (multiple hosts sharing one link). The page form offers three visibility choices:

• Link only — not listed anywhere (the default) — anyone with the link can book, and the page isn’t listed in the Directory or on your profile.
• Listed in the org directory — the page appears in the in-app Directory, and anyone with the link can still book it, signed in or not. A solo page can also be what the Book time button on your profile and people-search card opens; a team page is listed in the Directory only, marked as a team page, because any teammate may host the booking.
• Listed internally — invitees must sign in to book — listed in the same places, but only a signed-in member of your organization can book it.

An admin can limit who may publish pages that people outside the organization can book (Settings → Who can publish booking pages people outside the organization can book?); for anyone that setting leaves out, the first two choices are locked in the page form and a new page starts as Listed internally. A page that already takes outside bookings keeps its setting, and its owner can still take it out of the directory (Link only) or list it internally.

Meeting type — a bookable kind of meeting on a page (“30-min intro call”, “60-min consult”). Each type carries its own duration, location mode (virtual, physical, or phone), buffer times, minimum notice period, booking window, and optional daily cap. A page can have several types; the invitee picks one before choosing a time. The default duration is 30 minutes, the default booking window is 60 days, and the default minimum notice is 4 hours.

Availability — two layers control when a host’s slots are offered:

• Weekly rules — recurring windows per weekday (e.g. “Monday 9:00–12:00 and 13:00–17:00”). A new page starts with Monday–Friday 9:00–17:00.
• Date overrides — a specific date that is either closed entirely or open with custom hours, replacing the weekly rules for that day.

Busy time from the host’s calendar, synced Google events, Outlook free/busy (via Microsoft Graph), approved leave, and confirmed appointments is subtracted automatically. The invitee only sees times that are genuinely free.

Assignment mode — governs how a meeting type distributes bookings across hosts on a team page:

• Solo — one host; the page owner.
• Round robin — the invitee sees the union of every member’s free time. The booking is assigned to the member who was assigned longest ago (rotation). A member who has hit the daily cap drops out of the rotation for that day.
• Collective — every member must be free at the same time. All members attend the meeting.
• Group — one host offers a session with a seat capacity (2–500 seats). When a session is full, invitees can join a waitlist; they are emailed if a cancellation frees a seat.

A worked example: a 3-person Sales team creates a team booking page with a “30-min demo” meeting type in round-robin mode. A prospect visits /meet/sales-demo, sees all times where at least one team member is free, and picks Tuesday at 2 PM. The platform assigns the booking to the team member whose last assignment was the oldest — say, Jamie — re-checks Jamie’s availability for conflicts (live, for an Outlook calendar), creates the calendar event, sends the prospect a confirmation email with a calendar attachment, and notifies Jamie. If Jamie had hit the daily cap, the next member in rotation would have received it.

Calendar integration — every confirmed booking creates a calendar event on the host’s calendar. Virtual meetings use the host’s saved meeting-link provider (Zoom, Teams, etc.); if no link is saved, the event falls back to a physical-mode event the host can update. Collective bookings add every team member as an attendee so the meeting lands on all their calendars.

Routing — a booking page can display a routing question before any slots. Each answer option redirects the invitee to a different booking page (up to 10 options). This steers invitees to the right host or team without requiring them to know your internal structure. Options that point at a deactivated or deleted page are automatically hidden from invitees.

Branding and embedding — each booking page can carry a custom logo URL, accent color, and welcome message. Hosts can list up to 10 external domains (bare hostnames like example.com) that are allowed to embed the page in an iframe. The CSP header is extended only for those domains.

Custom questions — each meeting type can ask the invitee its own intake questions. Open the meeting type, expand Questions for the invitee, and choose Add question: give it a label, pick a short answer, a paragraph, a drop-down (one choice per line) or a checkbox (a required checkbox must be ticked to book), and tick Required if it must be answered. Required questions are enforced when the invitee books; the answers appear on the appointment detail page and in the description of the host’s calendar event. Editing a question’s wording keeps the answers already given attached to it.

Integrations that fire automatically on booking:

• Bookings (room reserve) — a physical meeting type can auto-reserve a linked Space from the Bookings app. The room is released on cancellation.
• Guest Pass (visitor pre-registration) — a physical meeting type can pre-register the invitee as a Guest Pass visitor, so reception expects them on arrival. The visit follows your Guest Pass approval settings, and the host is notified when it needs approval. If your Guest Pass settings let hosts approve their own visitors and a reschedule gives the meeting to a different host, an approved visit goes back to pending for the new host unless they gave that approval themselves — an approval from the previous host, or from a host reception had assigned, doesn’t carry over. The exceptions: an approval from a Guest Pass approver in their own right (someone Guest Pass’s Who can approve a visitor? setting names — managers and above by default — or a Guest Pass app admin) carries over, and the new host’s own auto-approve setting approves the visit for them.
• Mango CS (CRM link) — when the invitee’s email domain or contact record uniquely matches a CRM account, the booking is linked and a meeting activity appears on the account timeline.
• Internal invitee recognition — when a colleague books while signed in with their own work email, the meeting also lands on their calendar and they receive an in-app notification with a manage link. Booking on someone else’s behalf doesn’t do this: that person gets the confirmation email like any other invitee.

4. Running it

Creating and editing booking pages

Go to Apps → Appointment Scheduler → Booking Pages. New pages open in a drawer; the full-page editor opens after creation. In the editor, configure meeting types, weekly availability, date overrides, team members (for team pages), and routing. Duplicate a page to copy all its settings, types, availability, and membership as an inactive draft. A page with upcoming appointments cannot be deleted — deactivate it instead. A page with any appointment history (including past or cancelled) cannot be hard-deleted at all; deactivation is the graceful retirement path.

Only a page’s owner, or an admin, can open its editor. The editor’s Team card marks anyone who Can’t open Appointment Scheduler: invitees can still book them, but they can’t see or manage those appointments until they’re given access to the app or removed from the team.

Hosting on a colleague’s team page

When a colleague adds you to their team page, you get a notification, and your Dashboard (and the mobile app) lists the page under Team pages you host on, with the weekly hours set for you and a Leave team button. You can change your own hours there yourself: Set my hours next to the page opens your weekly hours and date overrides for that page (on the phone too). Everything else about the page stays with its owner or an Appointment Scheduler admin in the page editor. Leaving stops new bookings from that page; appointments already booked with you stay yours. If fewer than two people are left, the page goes back to solo scheduling and its round-robin and collective meeting types switch to a single host. The owner is notified.

Reviewing and managing appointments

Go to Apps → Appointment Scheduler → Appointments. Three tabs: Upcoming (confirmed, including in-progress), Past (completed and no-shows), and Cancelled (cancelled and rescheduled originals). Search by invitee name or email, or filter by booking page. Export the filtered list as CSV.

The list shows the meetings you host, every booking on pages you own (including ones round-robin, collective or group assignment gave to a teammate), and collective meetings you attend as a co-host. Admins and app-admins see every appointment in the business. The CSV export, the Dashboard’s upcoming list and Analytics cover the same appointments. The My Appointments widget on your home dashboard counts only the meetings you host or co-host and opens the list narrowed to them; Show all widens it again.

From an appointment’s detail page, its host, the owner of its booking page, or an admin can:

• Cancel — the invitee receives a cancellation email and the calendar event is removed.
• Reschedule — pick a new time from the same page’s live availability. The invitee receives a dedicated “appointment moved” email naming the time it moved from, or a plain confirmation for the new time when an admin has turned that email off in Settings. Either email updates the entry already on their calendar, so the old time is never left behind.
• Mark no-show / clear no-show — record whether the invitee attended (past confirmed appointments only). This is bookkeeping only; no email is sent. Clearing a no-show within 3 days of the meeting lets its follow-up note go out if it has not been sent yet.

The other hosts of a collective meeting can open it but can’t change it — they don’t see these controls or the invitee’s self-service link.

Bulk cancel is available from the list view (up to 100 at a time) for the appointments you can change.

In Ask AI, “my appointments” means the meetings you host or co-host, and “my booking pages” the pages you own or are on the team of — for admins too, who can still open any appointment by its ID.

Invitee self-service

Every confirmation email includes a secure manage link. The invitee can cancel or reschedule from that link without signing in. The link keeps working even if an admin turns off public booking: the invitee can still cancel, but can’t move the booking themselves until public booking is back on.

Email lifecycle

The app sends these emails to invitees:

• Confirmation — sent on booking, with a calendar attachment (ICS). Includes the host’s meeting link (for virtual) or location, the invitee’s answers, and the manage link.
• Reminder — sent at the configured lead time (default 24 hours), with the same calendar attachment. The host gets the same reminder in their inbox, by email and as a push notification.
• Rescheduled — sent when a booking is moved, while Send a dedicated “appointment moved” email on reschedule is on. It names the time the meeting moved from and carries one calendar update that moves the invitee’s existing entry to the new time. With the setting off, the invitee gets a plain confirmation for the new time instead, which updates the same entry.
• Cancellation — sent when a booking is cancelled, with a calendar cancellation that removes the entry.
• Follow-up — sent after the meeting ends, but only when the meeting type carries a follow-up note. The note is the opt-in; there is no separate toggle. No calendar attachment. A 12-hour minimum age gives the host time to mark a no-show before the thank-you goes out.
• Waitlist emails (group sessions only, no calendar attachment) — one confirming the invitee joined the waitlist, with a link to leave it; one telling everyone waiting that a seat opened, with a link to book it; and one sent after the session starts if no seat opened for them.

Monitoring with Analytics

Go to Apps → Appointment Scheduler → Analytics. The dashboard covers the last 90 days and shows: upcoming count, completed count, cancellation rate, no-show rate, average booking lead time, bookings-per-week trend (8 weeks), and breakdowns by booking page, meeting type, host, and booking source. It counts the same appointments as your Appointments list; admins see the whole business.

Using the Directory

Go to Apps → Appointment Scheduler → Directory. This lists every active booking page in the business that is set to Listed in the org directory or Listed internally, searchable by page title or host name. Any app user can browse the directory and book a colleague — it is not admin-restricted.

Shift-aware availability

On the booking page editor, the page’s owner can set a Shift mode that ties offered slots to each host’s published shifts from the Shifts app:

• Constrain to shifts — slots are only offered during the host’s published shift times. Use this for frontline staff who should only take appointments when they are scheduled to work.
• Block during shifts — the host’s shift times are treated as busy. Use this for staff who should only take appointments outside their floor shifts.

When no shift mode is set (the default), shifts are ignored and availability is governed entirely by the weekly rules and date overrides.

5. Settings

All settings are at Apps → Appointment Scheduler → Settings. Only admins and app-admins can access this page.

Each setting below is named exactly as it appears on the Settings page.

Setting	Default	What it changes
Appointment Scheduler Agent (Ask AI)	On	Lets the Appointment Scheduler agent answer booking questions in the Ask AI sidebar and, with confirmation, create booking pages, switch a page’s link on or off, and cancel or reschedule appointments. It also turns on the “Describe it and let AI fill the form” bar on this app’s forms.
Allow booking via public /meet pages (applies to everyone, including colleagues)	On	When off, every booking page in this workspace shows as unavailable — to signed-in colleagues as well as outside invitees — and the colleague Book time buttons disappear from profiles, people search and the org directory. Anyone who already has a booking can still cancel it, but can no longer move it themselves.
Who can publish booking pages people outside the organization can book?	Everyone with access to the app	Pages set to Link only or Listed in the org directory can be booked without signing in. People this policy leaves out can still publish pages listed internally, which invitees must sign in to book, and pages already open to outside bookings keep working. Appointment Scheduler admins can always publish either.
Send email reminders before appointments	On	The invitee gets a reminder email, and the host gets the same reminder in their inbox, by email and as a push notification. SMS reminders and post-meeting follow-up emails are not affected — SMS has its own setting below, and a follow-up goes out only when the meeting type has a follow-up note.
Default hours before the appointment	24	Between 1 and 168 hours (7 days); other values are adjusted to the nearest limit, and leaving the box empty saves 24. Applies to email and SMS reminders alike, and individual meeting types can override it.
Send SMS reminders to invitees who opt in	Off	Works independently of email reminders. Requires the invitee to have given a phone number and ticked the opt-in on the booking form. Uses your business SMS quota, and no texts go out until SMS is set up for the workspace (Admin → General Settings → SMS Settings).
Treat approved leave as busy time	On	Hosts on approved leave are never offered as available. Turn this off only if leave is not kept up to date in this workspace.
Send a dedicated “appointment moved” email on reschedule	On	Names the change and shows the invitee the time it moved from. When off, they get a plain confirmation for the new time instead. Either email updates the entry already on their calendar — the old time is never left behind.
Notify a booking’s other hosts and participants, not just the primary host	On	Covers a collective meeting’s other hosts, and anyone else added to a booking’s calendar event — they get the booked, moved and cancelled notices too. With this off they are told nothing on any channel. (The meeting lands on their calendar either way.)
Alert hosts when part of a booking fails — unreadable availability, calendar, room, or Guest Pass	On	Covers a host calendar we could not read (the slot was treated as free and booked anyway), a calendar event that was never created, a collective booking’s co-hosts left off it, a failed room auto-reserve, and a Guest Pass visit that failed or stayed at the old time after a reschedule. With this off the host only sees it in the appointment’s history.

6. More help

• Appointment Scheduler FAQ — specific setup and operating questions.
• Ask AI — the assistant answers questions about Appointment Scheduler from these articles.