Quick Answer
How do you manage appointment activity in Conversations?
Open Conversations, select the contact, and switch the center panel to Activity. From there, you can review canceled and deleted appointment entries, open available appointment details, add notes where appropriate, and keep appointment-related follow-up connected to the conversation.
Tracking Appointment Changes Without Losing Context
You may have appointments being canceled or deleted, but keeping track of what happened and what to do next can get confusing.
Appointment activity can appear directly inside the Conversations thread, allowing you to review appointment changes without repeatedly switching between modules.
This can include activity for canceled, deleted, and rescheduled appointments, along with appointment details and notes that help provide context for the contact.
Without this visibility, follow-ups can be missed and important context can get lost. Keeping appointment activity alongside the conversation gives your team a clearer picture of what happened and what may need to happen next.
Where to find appointment activity
Open Conversations, select the contact, and switch the center panel view to Activity to review appointment-related entries.
Appointment Activity at a Glance
Before You Begin
A few simple checks will make it easier to review appointment activity and document the next step.
- Confirm that you have opened the correct contact conversation.
- Switch the center panel to the Activity view.
- Identify whether the appointment was canceled, deleted, or otherwise changed.
- Review the appointment date, time, service, and assigned user when those details are available.
- Decide whether follow-up or rescheduling is needed.
- Remember that deleted appointments are view-only and cannot be edited.
How to View and Update Canceled Appointments
Canceled appointment activity gives you a place to review what happened and document the follow-up without losing the surrounding conversation.
Open the Contact Conversation
Go to Conversations and open the message thread for the appropriate contact.
Find the Canceled Appointment
Locate the activity entry showing the canceled appointment.
Open the Appointment
Click View Appointment to open the appointment modal.
Review the Details
Review available information such as the appointment date and time, service, and assigned user.
Make Needed Updates
Add any appropriate updates and determine what follow-up or rescheduling action should happen next.
Document the follow-up
After a cancellation, add a short note such as “Left voicemail” or “Sent reschedule link” so the next person reviewing the contact understands what has already been done.
How to View Deleted Appointments
Deleted appointment entries can provide useful historical context when you need to understand what was removed.
Open Conversations
Open Conversations for the appropriate contact.
Find Appointment Deleted
Look for an activity entry labeled Appointment Deleted.
Open the Activity Entry
Click the entry to view the available appointment details.
Review the Record
Use the available information for audit trail and troubleshooting purposes.
Deleted appointments are view-only
Deleted appointments can be reviewed for record purposes, but they cannot be edited.
How to Add Appointment Notes
Notes help preserve follow-up details and other context as part of the appointment record.
Open the Appointment Modal
Open the appointment from its activity entry inside the conversation.
Select Notes
Click the Notes tab inside the appointment modal.
Add the Note
Enter the follow-up information or other context you want to keep with the appointment.
Save the Note
Save the note so it becomes part of the appointment record.
Other notes may appear here
Notes from synced calendars and booking forms may also appear in the appointment record.
Appointment Follow-Up Best Practices
Frequently Asked Questions
How can I view canceled appointments?
How do I access details for deleted appointments?
What are the benefits of the appointment management features?
Can I update details of deleted appointments?
Continue Learning
Continue learning how to manage contact communication and appointment-related activity with these related BizStackPro Help Center guides.
