Quickstart: Appointment Booking & Calendars

With integrated calendars, mobile access for calendar owners, automated reminders, and online meeting links, you can manage the entire appointment lifecycle from the first call to post-meeting follow-up.

Before you start

• You'll need a campaign connected to a calendar
• The Calendar feature permissions
• SMS and email templates for reminders and follow-ups
• For sending online meeting links, you need a Google or Outlook email to integrate with, and to let your account manager know, so they can activate it in Outbound's back-end.

Step-by-step

Create a calendar

Calendars are created and managed under Campaigns > Calendar.

1. Click New
2. Enter the mandatory details:
3. • Name – the calendar owner
   • Code – required (used for API and internal logic). Can be numbers, letters, or a mix
   • Campaign(s) – select which campaigns can book into this calendar
   • Timezone and week start
   • Active – appointments can only be booked in active calendars

Configure appointment settings

Fine-tune how appointments behave:

• Minimum timespan – shortest possible appointment
• Minimum time between – prevents back-to-back bookings
• Available time – define when appointments can be booked
• Reschedule window – limit how far into the future appointments can be moved

If agents or consultants visit leads on-site, you can also filter appointments by zip codes.

Sync with an external calendar

Sync appointments made in an Outbound calendar with your external calendar.

Outbound calendars can be synced with:

• Google Calendar
• Microsoft 365 / Outlook / Exchange
• iCloud

Click Subscribe to external calendar and follow the instructions on screen.

You can also generate a Public Subscription Link for users who don’t have an Outbound account (e.g. consultants or field agents).

Add booking to the contact page

To allow agents to book appointments during a call:

1. Open the campaign template
2. Add a Result field with data type Booking entry ID
3. The field appears as a Schedule appointment button on the contact page

Making a booking on the contact page

• Click Schedule appointment
• Select which calendar to make the appointment in
• Hightlight the day and time
• Enter the details, and click Save.

Optional (recommended) additions:

• Booking time – auto-fills appointment date and time
• Booking calendar code – identifies which calendar was used

Mobile access for calendar owners

Calendar owners can access their appointments via:

• A reschedule link sent by SMS
• https://appointments.enreachoutbound.com

From mobile, they can:

• View appointments
• Reschedule meetings
• Submit feedback

Sending meeting links, reminders, confirmations, and more

To send emails or SMS before and after appointments, you will need:

• Email and SMS templates
• The Send Emails and Send SMS feature permissions

How to send messages

Messages can be send automatically with

• Calendar Shared Settings, and
• Calendar settings > Reminders to Appointment Lead

Or can be sent on-demand from

• The Contact Page

• Calendar Overview

Schedule, edit, or move appointments

From Campaigns > Calendar, you can:

• Edit appointments (time, notes, address)
• Move appointments between calendars (only available slots)
• Delete appointments (cannot be undone)

Optional settings to further customise you calendar setup:

• Use summary fields in the lead template to pre-fill appointment data
• Create a distribution calendar for large field teams with high volumes
• Send feedback after appointment
• Set up shared calendar notifications to automate confirmations, reminders, and thank-you messages.

You’re ready to go 🎉

You now have the core building blocks for booking and managing appointments in Outbound.