Appointments - How to Manage Scheduled Events

Managing your scheduled events is crucial for maintaining an organized and efficient appointment system. With ClickFunnels Appointments, you can easily keep track of all confirmed appointments, view details, reschedule if needed, or even cancel appointments when necessary. This article will guide you through the process of managing your scheduled events, ensuring you can handle any situation with ease.

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Requirements

• An active ClickFunnels account

• The Appointments app connected to your workspace

• A confirmed appointment for an event

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Managing Scheduled Events

Managing your scheduled events means keeping track of all confirmed appointments, including the ability to view details, reschedule if needed, or even cancel appointments under certain circumstances.

Example:

Imagine you are a busy life coach and have used ClickFunnels Appointments to offer one-on-one coaching sessions. Clients have booked appointments throughout the week in 30-minute slots. What if something unexpected comes up on your end? ClickFunnels Appointments empowers you to manage your schedule with flexibility. Perhaps an urgent client matter arises, or you need to run a quick errand. No problem! Through the Scheduled Events menu, you can easily reschedule the appointment for a more convenient time or even cancel it entirely if needed. When you reschedule, your client is notified automatically by email, keeping them informed and ensuring a smooth experience.

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Steps to Manage Scheduled Events

You can easily view, reschedule, cancel, and edit your scheduled events from the Scheduled Events sub-menu in the “Appointments” app. To manage your scheduled events, follow these steps:

1. Navigate to the Appointments app in the left-hand menu.
   

2. Select Scheduled Events.

3. Here, you will see a list of your booked appointments, showing each event’s type, invitee, host calendar, start time, duration, and status. You can reschedule, cancel, or edit upcoming events directly from this list. Past and canceled events have no actions.

   

4. Use the tabs to filter the list: All, Upcoming, Pending, Past, and Canceled.

5. To choose whose events you see, click the page title (for example, [Workspace Name]’s Scheduled Events) and select Me, My Workspace, or a team member under Collaborators. The My Workspace and Collaborators options are available if you can manage event types in the workspace.

Pending Events

Bookings for event types that require payment start as Pending and appear in the Pending tab. They become scheduled once the invitee pays. If the payment isn’t completed within 10 minutes, the booking is canceled. Learn more in Appointments - How to Create and Manage Event Types.

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Rescheduling a Scheduled Event

1. Click on the Reschedule Link icon next to the event you wish to reschedule. The event’s booking page opens in a new tab, showing Reschedule Appointment - Select a Date & Time:.

   

2. Select a new date and time.

3. Under Enter your details:, optionally fill in the Reason for change and Additional comments fields.

4. Click the Reschedule Event button to confirm the rescheduling. The hosts and the invitee receive rescheduled appointment emails.

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Canceling a Scheduled Event

1. Click the Cancel Event icon next to the event you wish to cancel.

   

2. A confirmation message appears: “Are you sure you want to cancel [event]? This cannot be undone.” Click Proceed to confirm the cancellation.

Warning:

Canceling an event sends an email to the event’s hosts and removes the event from your calendar. This action is final and cannot be undone.

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Editing a Scheduled Event Details

To edit the details of a scheduled event, follow these steps:

1. From the Scheduled Event page, click the Name of the event or the Gear ⚙️ icon on the right-hand side to open the event settings.

   

2. In the event details pop-up, you will see various fields and options to update. Here’s a detailed explanation of each feature:

   

   • Event Start Time: Use this field to update the event start time. Click on the date and time picker to choose a new start time. Changing the start time reschedules the event, and the hosts and the invitee receive rescheduled appointment emails.

   • Reschedule Link: This link allows you to reschedule the appointment. It is recommended that you use this link so that only the available times are shown.

   • Cancel Link: This link allows canceling the appointment.

   • Invitees: This field lists the invitees for the event. You can add or remove invitees by entering their email addresses. This ensures that all necessary participants are included in the event.

   • Please share anything that will help prepare for our meeting: Add any comments or notes that might help prepare for the meeting. This is a useful space to provide context or additional information for the event.

   • Event Payment Order: This dropdown allows you to associate an order with the scheduled event. It is useful when requiring payment for a scheduled event. The list shows paid orders in your workspace. Select the appropriate order from the list.

3. After making the necessary updates, click the Update Scheduled Event button to save the changes. If you decide not to proceed with the changes, click the Discard button to exit without saving. To cancel the event from this window, click the Cancel Scheduled Event button.

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Adding a Scheduled Event Manually

Most scheduled events are created when invitees book through your event type’s booking page, but you can also add one yourself:

1. Navigate to the Appointments app.

2. Click Create and select Scheduled Event.

3. Select the Event Type and Host Calendar, set the Event Start Time, and add the Invitees.

4. Click the Create Scheduled Event button.