Calendars & Bookings

Managing Appointments

View, reschedule, and manage all your booked appointments in one place.

1

The Calendars View

The Calendars view is your central hub for seeing every booked appointment across all your calendars. Switch between Day, Week, and Month views depending on how far ahead you need to plan.

  1. Go to Calendars in the left sidebar — Click the Calendars icon. By default, you'll land in the Week view showing the current week.
  2. Switch views using the Day / Week / Month buttons — Found in the top right of the calendar. Day view shows full detail for a single day. Month view gives the 30-day picture at a glance.
  3. Filter by calendar or team member — If you have multiple calendars or team members, use the filter dropdown to show only the appointments you care about.
  4. Read the appointment tiles — Each tile on the calendar shows the contact's name, the appointment type, and the duration. Color coding differentiates calendar types if you have multiple.
  5. Navigate forward and back — Use the arrow buttons on either side of the date header to move between weeks or months.
app.jtek.pro/calendars
Jtek
Dashboard
Calendars
Contacts
Settings
March 2026
Day Week Month
Mon 3
Tue 4
Wed 5
Thu 6
Fri 7
M. Johnson
9:00 AM · 30m
L. Patel
10:00 AM · 30m
D. Kim
2:00 PM · 30m
Tip: Start each morning in the Day view to see exactly what's on your plate today — who's booked, what type of call, and at what time. It takes 10 seconds and keeps you prepared.
2

Opening an Appointment

Clicking on any appointment tile opens a detail panel with everything you need to prepare for the call — contact info, meeting type, lead-submitted notes, and the Zoom link.

  1. Click any appointment tile on the calendar — A side panel or modal will open showing the appointment details.
  2. Review the contact details — You'll see the lead's name, phone number, email, and any custom fields they filled out when booking (like their address, budget, or specific question).
  3. Check the meeting type and notes — The appointment type (e.g., "Discovery Call") is shown at the top. Below, you'll see any notes the lead submitted in the booking form. Read these before the call.
  4. Access the Zoom or meeting link — If you have Zoom integrated, the unique meeting link is shown here. Click it to open Zoom directly when it's time for the call.
  5. Open the contact's full profile — Click the contact's name to navigate to their full Jtek profile — conversation history, past appointments, pipeline stage, and all notes.
Tip: Before every call, spend 2 minutes reading the lead's booking form notes and any previous conversation history in their contact profile. It makes a huge impression when you reference their specific situation from the start.
3

Rescheduling an Appointment

Life happens. When a lead needs to change their time — or you need to move a call — Jtek handles rescheduling cleanly, with automatic notifications sent to the contact if enabled.

  1. Click the appointment tile to open the detail panel — Find the appointment in the Calendars view and click it.
  2. Click Edit — Look for an Edit button or pencil icon in the appointment detail panel.
  3. Change the date and/or time — Use the date and time pickers to select the new slot. Jtek will check your availability and connected calendar before allowing the change.
  4. Click Save — The appointment is updated. If reschedule confirmation is enabled in your calendar settings, the contact automatically receives an SMS/email with the new time.
  5. Confirm with the lead if needed — For important appointments, follow up with a quick personal text confirming the new time. Automated is good; personal is better for high-value leads.
Tip: If you reschedule frequently, consider sending leads your booking link directly so they can pick their own new time: "Here's my calendar — grab whatever works best for you." It removes you as a bottleneck.
4

Marking Appointment Status

Setting the correct appointment status after each call is important — it feeds your reporting, and it can trigger automations like post-appointment follow-ups or no-show recovery sequences.

  1. Open the appointment after the call — Click the appointment tile in the Calendars view.
  2. Find the Status field — In the appointment detail panel, look for a "Status" or "Outcome" dropdown.
  3. Set the appropriate status — Choose from: Confirmed (upcoming, not yet happened), Showed or Completed (lead attended), No-Show (lead didn't show up), Cancelled (explicitly cancelled).
  4. Save the status — The status update is saved immediately. If you have automations tied to these statuses, they'll fire at the appropriate time.
  5. Add a note (optional) — In the appointment detail, you can add private notes about the call. This is visible only to you and your team — not the lead.
app.jtek.pro/calendars
Discovery Call — M. Johnson
DATE & TIME
Mon Mar 3 · 9:00 AM
DURATION
30 minutes
PHONE
(512) 555-0182
STATUS
Confirmed Showed No-Show
Edit Cancel Save Status
Tip: Build a habit of marking appointment statuses immediately after every call. It takes 5 seconds and keeps your automations, reports, and pipeline stage data accurate.
5

Cancelling an Appointment

When an appointment needs to be cancelled entirely — not rescheduled — Jtek handles the cancellation and can automatically notify the lead so they're not left waiting.

  1. Open the appointment from the Calendars view — Click the tile for the appointment you need to cancel.
  2. Click Cancel (or the Cancel Appointment option) — Look for a Cancel button in the appointment detail panel. This is separate from the status dropdown — it's a dedicated action.
  3. Add a cancellation reason (optional) — A text field may appear asking for the reason. This is for internal records only — leads won't see this note.
  4. Confirm the cancellation — Click Confirm. The appointment is removed from your calendar and the time slot opens back up for new bookings.
  5. Notify the lead if needed — If cancellation notifications are enabled, the lead receives an automatic email/SMS. If not, send them a personal message with an apology and your booking link to reschedule.
Tip: Whenever you cancel a call on your end, always include your booking link so the lead can immediately rebook without extra back-and-forth. Removing friction at the point of cancellation saves more deals than you'd expect.
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