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 the Apps Marketplace; 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 Apps Marketplace 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 default toggles — public booking and email reminders are on; SMS reminders are off. These are tenant-wide; hosts cannot override them.
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 tenant’s Allow booking via public /meet pages toggle is off, every public page in the business shows as unavailable.

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). Pages default to Link only visibility — anyone with the link can book. Listed internally requires the invitee to sign in as a member of your organization first. Public makes the page appear in the in-app Directory as well.

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 live calendar for conflicts, 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 carry intake questions (text, textarea, select, or checkbox). Required questions are enforced server-side; the invitee’s answers appear on the appointment detail page and in the calendar event description.

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 an approved Guest Pass visitor, so reception expects them on arrival.
• 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 — if the invitee’s email matches an active member of your organization, the meeting also lands on that member’s calendar and they receive an in-app notification with a manage link.

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.

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.

From an appointment’s detail page a host 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 (with a calendar update that removes the old time) unless the admin has turned that off in Settings.
• Mark no-show / clear no-show — record whether the invitee attended (past confirmed appointments only). This is bookkeeping only; no email is sent.

Bulk cancel is available from the list view (up to 100 at a time).

Invitee self-service

Every confirmation email includes a secure manage link. The invitee can cancel or reschedule from that link without signing in. Their manage link remains active even if the admin turns off public booking — existing bookings can always be managed.

Email lifecycle

The app sends four types of invitee email, each with a calendar attachment (ICS):

• Confirmation — sent on booking. 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). Hosts also receive an inbox notification.
• Rescheduled — sent when a booking is moved (if enabled). Includes a calendar cancel for the old time and a new invite for the new time.
• 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. A 2-hour minimum age gives the host time to mark a no-show before the thank-you goes out.

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. Hosts see their own numbers; admins see the whole business.

Using the Directory

Go to Apps → Appointment Scheduler → Directory. This lists every active, organization-visible booking page in the business, 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, a host can set a Shift mode that ties offered slots to their 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.

Setting	Default	What it changes
Enable the Appointment Scheduler AI Agent	On	Users can manage booking pages and appointments through Ask AI.
Allow booking via public /meet pages	On	Master switch for the public booking surface. When off, every /meet page in the business shows as unavailable. Existing bookings can still be managed.
Send email reminders before appointments	On	A reminder email goes to the invitee and an inbox notification to the host before each appointment.
Default hours before the appointment	24	How far ahead the reminder fires. Individual meeting types can override this.
Also send SMS reminders (invitees who opt in)	Off	Sends a text-message reminder to invitees who provided a phone number and opted in on the booking form. Uses your business SMS quota. Only active while email reminders are enabled.
Treat approved leave as busy time	On	Hosts on approved leave are never offered as available.
Send a dedicated “appointment moved” email on reschedule	On	Reschedules send a dedicated email with a calendar update that removes the old time. When off, invitees get a plain confirmation for the new time and the old calendar entry stays.
Notify every host of a collective booking	On	All members of a collective meeting get booked/cancelled notifications, not just the primary host.
Alert hosts when a booking side-integration fails	Off	A failed room auto-reserve or Guest Pass pre-registration notifies the host instead of only logging.

6. More help

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