Everyone has their own calendar and confirms the appointments set for them; the office also sees the colleagues' calendars. Every appointment is linked to the company, the contact and the project, so after the site visit the hours are logged in a few seconds. And if you want, your customers book in the free hours of the people who receive them.
Book 30 minutesWith three people you just ask each other. Then the technicians become five, customers call to arrange a visit, and appointments end up spread across personal calendars, messages and a shared sheet nobody updates.
Everyone has their own, on the phone or on paper: to find out who is free you call them all.
The appointment set for a colleague: have they seen it? Will they be there? You find out on the day.
Arranging a visit takes two or three calls, and the customer waits while someone checks.
Tuesday's site visit: which project does it belong to? How many hours? It gets rebuilt from memory at the end of the month.
Company, contact and project at the top: the title writes itself. Then time, location or video call link.
The office adds the colleagues. If someone is already busy at that time, a warning appears straight away.
They find it under «To confirm» and answer for themselves, with a note if they decline. If the time changes, it is confirmed again.
Once the appointment has started, «Log hours» proposes day, project, activity and duration. Adjust and save.
Admins and back office set appointments for colleagues and see their calendars; users create them for themselves and answer the ones set for them. The rules are enforced by the database, so they hold from any device.
In the browser you can also create an appointment by dragging over the hours. At the top of the page, on the dashboard and next to the menu item you see what is still to confirm.
The office puts side by side the calendars it needs, each with its own colour, and the day view has one column per person. Finding a free hour for three technicians takes a glance.
«Dentist» on Thursday at 9 is visible to you only, admins and back office included: to them you are just «Busy», with no title or details. The database guarantees it, not the interface.
While choosing the people you see who is already busy at that time, private appointments included. You can save anyway or move the time: the organiser decides.
An appointment with other people does not silently disappear: it is cancelled with a reason that everyone sees, and only then can it be deleted.
«Add to my calendar» downloads an .ics file to open with Google Calendar, Outlook or the phone. It is a copy: if the appointment changes, download it again.
Linked to the company, the contact and the project, the appointment shows up in their pages, and from there you create a new one with the link already set. With the Projects module, hours are logged straight from the appointment.
The back office sets «Site visit Rossi Srl» on Tuesday from 2 to 4 pm with Luca, Marco and Sara. Marco already has an appointment at 3 pm: the warning says so before saving.
Luca and Sara confirm, Marco declines with the note «I'm in Verona». The visit moves to 4 pm and the answers go back to «To confirm»: everyone confirms the new time.
The visit is linked to project COM-2026/0012, activity «Surveys». When it is over, Luca opens it and presses «Log hours»: Tuesday, 2 hours, «Surveys» are already proposed.
He changes it to 2:30 and saves. The rules are those of Projects: everyone logs only their own hours, on the activities they are assigned to, never on future days.
If you turn it on, customers with an account on your platform book in the free hours of the people you choose: a support visit, a consultation, a site visit. No phone calls, and nobody has to check the calendars.
Your company chooses whether bookings must be confirmed by the person receiving them or are valid right away. Whoever declines writes the reason, which the customer sees, and the time becomes free again. The customer follows the status on their «Appointments» page.
Weekly hours, e.g. Monday 9-12, and slots on specific dates; appointment length, minimum notice, how many days ahead, proposed location and link. A switch stops bookings without losing the hours.
If you already have an appointment on Monday at 10, private ones included, the 10 o'clock slot does not appear. Two customers cannot take the same time: the database checks it when the booking is made.
The name and title of whoever receives, e.g. «Technical support», and the free hours. Never email, phone, other appointments or other customers' bookings.
With the Booking label, the customer's company and contact, their request and their note. New ones stay at the top of the calendar and on the dashboard until you have seen them.
The customer can cancel up to a number of hours before, if you allow it, and have at most a set number of upcoming bookings: once the limit is reached, the page says so before they choose a time.
If a person is deactivated or changes role, their upcoming bookings are cancelled automatically and the customer sees that the person is no longer available. No customer turns up for an appointment nobody expects.
Nobody, everyone or only some, e.g. the three technicians out of ten users. Whoever has no access sees neither the module nor the appointments: the rule holds in the database too.
The customers who book, all of them or enabled one by one, and the people who receive bookings. Then each of them sets their hours in «My availability».
Bookings to confirm or confirmed right away, customer cancellation up to how many hours before, upcoming bookings per customer, and the values proposed to whoever sets up their availability.
The office links the customer's contact to the appointment. Whether technicians see their name, job title, email and phones is up to you; otherwise they only see the company.
From the phone: the calendar by month, week or list, confirmations, new appointments, availability and settings. Customers can book from the app too.
As with every module of the platform, a company's appointments are not visible to any other. Isolation is guaranteed by the database, not by the application code.
Customers book with their own account on your platform: the Calendar is for people who already work with you, for a support visit, a consultation or a site visit, not a public showcase for people who do not know you yet.
Notifications live in the application: the number next to the menu item, the dashboard card and new bookings at the top of the calendar. For the phone's calendar there is the .ics file, a copy to download again if the appointment changes. And AI? Not needed here: the free hours are worked out by the database.
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