Hello! In this guide, you’ll learn how to create and manage appointments with contacts in LeadCenter.ai. Appointments can be created directly from your calendar, the sales pipeline, or a contact’s details page, giving you flexible options for scheduling client meetings and tracking engagement.

1. Ways to Create an Appointment

There are several ways to create an appointment in LeadCenter:

Option 1: From the Calendar

1. Open your calendar from the left-hand blue menu.
2. Click on the desired time slot (for example, 12:00 PM on April 3).
3. From the drop-down menu, select Appointment with Contacts.

Option 2: From the Sales Pipeline or Contact List

1. Go to the Sales Pipeline or Contacts page.
2. Locate the contact you want to schedule with.
3. Click the three dots (⋯) next to their name and choose Create Appointment.

Option 3: From the Contact Details Page

1. Open the contact’s details page.
2. Either:
   • Go to the Appointments tab and click Create Appointment, or
   • Use the Actions Menu at the top-right and select Create Appointment.

2. Creating an Appointment from the Calendar

Let’s walk through the process using the calendar view:

1. Select a date and time slot (for example, 12:00 PM).
2. Choose Appointment with Contacts from the pop-up menu.
3. In the Search Contact field, enter the contact’s name.
   • You can also add guests (external attendees) and internal users as additional participants.
   • The first contact listed will automatically be set as the host.
4. Review the time zone and adjust if necessary.
5. Set the start and end time, or toggle All Day for full-day events.
6. To create a recurring event, use the Recurrence option.

3. Using Appointment Templates

If you’ve created appointment templates, you can apply one here to save time.
Selecting a template will automatically fill in:

• Subject
• Description
• Location
• Category
• Confirmation email template

This helps ensure consistency and standardization across team appointments.

4. Selecting a Meeting Category

Meeting categories are crucial for tracking and reporting.
When scheduling an appointment with a new lead, you must assign a meeting category, such as:

• First Visit – Not a Client
• Second Visit
• Third Visit
• Fourth Visit

If you skip this step, the appointment won’t appear in the lead appointment tracking reports.

5. Configuring Confirmation Emails & Workflows

• Select a confirmation email template to be automatically sent to the contact.
• Click Show More to access additional fields like priority, importance, or to run a workflow when the appointment is created.

At the bottom of the form:

• You can set the appointment to be visible to all users or only to you.

Once all details are complete, click Save.

6. Sending Confirmation Emails

After saving, LeadCenter will ask if you’d like to send a confirmation email to the contact.

• Click Send to notify the client.
• Click Don’t Send if you’re logging a past appointment (useful for record-keeping without sending notifications).

The appointment will now appear in your calendar — for example, from 12:00 PM to 12:30 PM — with the selected category displayed.

7. Editing or Managing Appointments

To make changes:

1. Click on the appointment in the calendar.
2. Select Edit Appointment.

Keep in mind:

• The host cannot be changed once the appointment is created.
  • To change it, you’ll need to cancel and recreate the appointment.

From the Edit Appointment page, you can:

• Mark as Canceled or No Show via the Actions menu.
• Add a Note or Create a Task.
• Send an Email or Text to the contact directly.
• Update visibility and edit the creator information.

If you adjust the time — for example, extending it from 30 minutes to 1 hour — the system will prompt you to notify the client. Click Send to let them know of the update.

8. Viewing Appointments Linked to Contacts

From your calendar:

1. Click the appointment.
2. Click the contact’s name to open their Contact Details Page.
3. The appointment will now appear under the Appointments tab for that contact.

This allows you to view a complete history of all meetings associated with each client.

Summary

Tip

Always assign a meeting category and confirmation template to ensure appointments are tracked correctly in reports and notifications are sent to clients.

This concludes the overview of creating appointments with contacts in LeadCenter.
Thank you!