Quick Answer
Create the appointment manually from the Calendar section
Open Calendar, select the calendar from the dropdown, click New Appointment, choose the contact, and select the date and time you need. A manually created appointment can be scheduled outside the calendar’s normal availability.
Scheduling Exceptions Without Changing Your Entire Availability
BizStackPro calendars normally display appointment times that fall within the availability configured for the calendar and its assigned users.
Sometimes, however, you may need to schedule a one-time appointment outside those normal hours.
Instead of changing the calendar’s regular availability and accidentally opening additional times to the public, you can create the appointment manually.
This lets you make a specific exception for one contact while keeping the calendar’s normal booking schedule unchanged.
Availability Overrides at a Glance
How Manual Availability Overrides Work
A manual appointment is created by an authorized BizStackPro user from inside the Calendar area rather than by a customer using the public booking page.
Because the appointment is being added directly, you can select a time outside the normal availability shown to public visitors.
Example
If your normal hours are Monday through Friday from 8:00 a.m. to 4:00 p.m., you can still manually schedule a specific contact for 5:00 p.m. on a Thursday.
This does not open the time to everyone
Creating one manual appointment does not normally add that after-hours time to the public calendar’s regular availability. It creates an exception for the appointment you enter.
Before You Begin
Confirm the appointment details and make sure the exception will not create a scheduling conflict.
- Confirm the correct calendar.
- Confirm the correct contact.
- Review the selected date and time.
- Check the assigned user’s existing schedule.
- Review connected calendar conflicts.
- Confirm the appointment duration.
- Confirm the meeting location.
- Decide whether the contact should receive a confirmation.
- Review any workflows triggered by manually created appointments.
Manual scheduling can bypass normal availability protection
Check the selected user’s real schedule before saving. The time may be outside regular availability because the user is normally unavailable then.
Step 1: Access the Calendar
Open the Calendar Section
Open Calendar from your BizStackPro dashboard.
CalendarSelect the Calendar
Use the calendar dropdown to select the calendar where the appointment should be created.
Review the Existing Schedule
Check the selected date and surrounding appointments before adding the exception.
Step 2: Create the Appointment
Select New Appointment
Click New Appointment, usually found near the top-right area of the Calendar section.
Select the Contact
Choose the contact for whom the appointment is being scheduled.
Choose the Date
Select the appointment date.
Choose the Exception Time
Select the appointment time, even when it falls outside the calendar’s normal availability.
Review the Appointment Details
Confirm the assigned calendar, contact, date, time, duration, location, and any other available appointment information.
Save the Appointment
Click Save Appointment.
Tell the contact that this is a special time
When appropriate, explain that the appointment was scheduled as an exception so the contact does not assume the same time is normally available.
Edit or Delete the Appointment
The appointment appears on the calendar immediately after it is saved.
To manage it later, click the appointment directly from the calendar.
Edit the Appointment
Open the appointment to change its date, time, contact, location, or other available details.
Delete the Appointment
Open the appointment and use the available delete or cancellation option when the meeting is no longer needed.
Consider confirmations and workflows before changing it
Editing, rescheduling, canceling, or deleting an appointment may affect notifications and connected workflows. Review what the contact will receive.
Common Use Cases
Special Requests
Offer a flexible time for a VIP customer, high-priority lead, or special situation.
Urgent Bookings
Add a last-minute appointment outside the normal public scheduling hours.
Make-Up Sessions
Reschedule a customer without reopening additional appointment times on the public calendar.
Internal Appointments
Add a meeting manually when the appointment should not be offered as a public booking option.
Verify the Appointment
Review the manually created appointment before considering the scheduling exception complete.
- Confirm that the appointment appears on the correct calendar.
- Confirm the selected contact.
- Review the date, start time, and end time.
- Confirm the assigned user.
- Check the meeting location.
- Confirm that no conflicting appointment exists.
- Review confirmation and reminder activity.
- Confirm that the public calendar’s normal availability remains unchanged.
Troubleshooting Manual Appointment Overrides
I cannot select the time I need
Confirm that you are creating the appointment manually from inside the Calendar section rather than using the public booking page. Review the selected calendar, user, date, and appointment duration.
I selected the wrong calendar
Cancel the appointment creation or reopen the saved appointment and correct the calendar when that option is available. Confirm the calendar dropdown before saving.
The appointment conflicts with another event
Review the assigned user’s BizStackPro calendar and any connected external calendars. Choose a different time or resolve the conflict before confirming the appointment.
The contact did not receive a confirmation
Review the contact information, appointment status, notification settings, and any connected workflow used for confirmations.
The public calendar now shows the after-hours time
Review the calendar’s regular availability settings. A manual appointment should not require changing the public availability. Remove any availability change that was added unintentionally.
Frequently Asked Questions
Can I schedule an appointment outside my regular availability?
Yes. You can manually schedule an individual appointment outside your default availability. For example, if your normal hours end at 4:00 p.m., you can manually book a specific contact for 5:00 p.m.
How do I access the calendar to schedule an appointment?
Open the Calendar section and use the dropdown menu to select the calendar on which you want to schedule the appointment.
Related Help Guides
Need More Help?
Browse the Calendar help category for more availability, appointment-management, calendar-settings, scheduling, and troubleshooting guides.
