Appointments

This section contains essential information and usage guidelines for managing Appointments inside the BotPenguin Inbox.

What is the Appointments Section?

The Appointments section displays all appointments booked through your Chatbots. Each record shows who booked it, who it was booked with, which bot it came from, and its current status. You can view full appointment details, reschedule, cancel, mark as No Show, or delete — all from within the Inbox.

---

When Should You Use This?

Use the Appointments section when:

• You want to view all upcoming or past appointments booked through your Chatbots

• You need to find a specific appointment using a Contact's email or phone number

• You want to check or update the status of an appointment

• You need to reschedule, cancel, or delete an appointment

• You want to view the full details of a booking including the meeting link and agenda

---

Benefits of the Appointments Section

• 🎯 Centralises all bookings from every Chatbot in one place

• ⚡ Enables fast rescheduling, cancellation, and status updates without leaving the Inbox

• 🔍 Search by email or phone gets you to the right booking instantly

• 📅 Upcoming/Past toggle and date range filter keep the list focused and manageable

• 📊 Full detail panel gives complete context — meeting link, attendees, and agenda — in one view

---

Expected Outcome

After using the Appointments section:

• All appointments booked through your Chatbots will be visible and manageable in a structured table

• Team Members will be able to reschedule, cancel, or mark appointments as No Show as needed

• Appointment statuses will be kept accurate and up to date for reporting and follow-up

Mark appointments as No Show instead of deleting them — it keeps an accurate record for your team.

---

Layout Overview

The Appointments screen displays all bookings in a tabular format.

From this screen you can:

• Search appointments by email or phone

• Toggle between Upcoming and Past appointments

• Apply a custom date range filter

• Apply additional filters via the filter icon

• View full appointment details

• Reschedule, cancel, mark as No Show, or delete an appointment

---

Accessing the Appointments Section

1. Log in to your BotPenguin dashboard.

2. Click Inbox in the left sidebar.

3. Click the Appointments tab at the top.

---

Filters and Search

Search

Use the Search by Email or Phone bar at the top to find a specific appointment. Enter the Contact's email address or phone number and results will appear instantly.

---

Upcoming / Past Toggle

Use the Upcoming and Past buttons to switch between:

• Upcoming — appointments scheduled for a future date

• Past — appointments that have already occurred

---

Date Range Filter

Click the calendar icon to select a custom date range. Only appointments within the selected range will be shown.

---

Filter Icon

Click the filter icon (funnel) next to the search bar to apply additional filters to the list.

---

Appointments Table Reference

Each row in the table represents a single appointment.

Column	Description
Appointment Time	Date and time the appointment is scheduled for
Booked By	Email of the Contact who made the booking
Booked With	Team Member or resource the appointment was booked with
Other Attendees	Additional attendees included in the booking
Bot Name	Chatbot through which the appointment was booked
Status	Current status of the appointment
Actions	Three-dot menu for managing the appointment

Check the Bot Name column when managing multiple chatbots to identify which bot generated each appointment.

---

Appointment Status Reference

Status	Description
Scheduled	Appointment is booked and upcoming
Completed	Appointment has taken place
Cancelled	Appointment was cancelled
No Show	Contact did not attend the scheduled appointment

---

Viewing Appointment Details

1. Click the blue appointment time in any row to open the full details panel for that booking. The panel is divided into two sections:

   1. Appointment Details

      1. Appointment Time — Date and time of the appointment

      2. Booked By — Email of the Contact who made the booking

      3. Appointment Link — Meeting link (e.g. Google Meet URL). Displays N/A if not generated.

      4. All Attendees — All attendees included in the booking

      5. Agenda — Agenda for the appointment, if set

   2. Customer Details:

      1. Name — Contact's full name

      2. Email — Contact's email address

      3. Phone Number — Contact's phone number

The panel header also shows the current status badge and the date the appointment was originally booked on.

Three quick-action icons are available at the top right of the panel:

• 📅 Calendar icon — Reschedule or edit the appointment

• 💬 Chat icon — Open the related Contact conversation

• 🗑 Delete icon — Permanently delete the appointment

---

Actions Menu

1. Click the three-dot menu in the Actions column of any row to manage that appointment.

2. Choose from:

Action	Description
Mark as No Show	Marks the appointment as No Show without deleting the record
Reschedule / Edit	Updates the date, time, or other details of the appointment
Cancel	Cancels the appointment and updates its status to Cancelled
Delete	Permanently removes the appointment record

Deletion is permanent. Deleted appointments cannot be recovered.

---

Best Practices

💡 Use the Upcoming toggle as your default view to stay focused on what needs attention next.

💡 Mark appointments as No Show instead of deleting them — it keeps an accurate record for your team.

💡 Use the date range filter to review appointments for a specific period rather than scrolling through the full list.

💡 Search by email or phone when a Contact reaches out about their booking — it gets you to the right record instantly.

💡 Check the Bot Name column when managing multiple chatbots to identify which bot generated each appointment.

---

What Might Go Wrong

• An appointment doesn't appear in the list because the Upcoming/Past toggle or date range filter is excluding it

• A meeting link shows N/A because it wasn't generated at the time of booking

• Rescheduling doesn't reflect on the Contact's end if their calendar wasn't synced/updated

• A cancelled appointment is mistaken for a deleted one — cancellation preserves the record; deletion does not

---

Troubleshooting

Appointment is not appearing in the table

Check whether you're viewing the correct tab (Upcoming or Past) and ensure no date range filters are hiding the appointment. You can also search using the contact's email address or phone number.

Appointment Link shows N/A

This indicates that no meeting link was generated for the booking. Verify that your appointment booking configuration includes a meeting link provider (such as Google Meet) before the appointment is created.

I accidentally deleted an appointment

Deleted appointments cannot be recovered. If you want to retain appointment records in the future, consider using Cancel or Mark as No Show instead of Delete.

---

FAQs

What is the difference between Cancelled and No Show?

Cancelled means the appointment was called off, typically before the scheduled time. No Show means the appointment was scheduled and the time passed, but the Contact did not attend.

Can I recover a deleted appointment?

No. Deletion is permanent and removes the appointment record entirely. Use Cancel or Mark as No Show if you want to retain a record.

How do I find an appointment for a specific Contact?

Use the Search by Email or Phone bar at the top of the Appointments screen and enter the Contact's email address or phone number.

How do I reschedule an appointment?

Click the three-dot menu in the Actions column and select Reschedule/Edit, or open the appointment details panel and click the Calendar icon.

Why does the Appointment Link show N/A?

This happens when no meeting link was generated for that booking, typically because the appointment type wasn't configured to auto-generate one.

Can an appointment have multiple attendees?

Yes. The Other Attendees column and the All Attendees field in the details panel reflect all attendees included in the booking.

---

Related Articles

Inbox/ChatsChats windowGoogle Calendar Appointment

---

Support

If you still have questions for our team, write to us at [e-mail]. We'll get back to you within 48 hours.

---

🎉 You have successfully learned how to manage Appointments inside the BotPenguin Inbox.