An appointment links a contact, an activity, a date and a time slot. It is also the starting point for notes, reminders and client portal access.
Create an appointment
From Appointments → New appointment:
- pick the contact;
- pick the activity;
- give it a clear title — it appears in the client's email;
- fill in start date, start time, end date and end time;
- add a description if the client needs to prepare something.
A useful title is one your client understands on its own in their inbox: "Boiler replacement quote" rather than "Appt".
Send the email confirmation
On creation, ProContact can email the confirmation to the contact. The message contains the appointment details and a secure link to the client portal, generated at that moment.
You can add people in copy — a partner, a building manager, an engineering office. A copy always goes to you: you keep proof of what the client received, and when.
If the client says nothing arrived, the Resend email button sends it again without recreating the appointment.
Sending goes through a queue: the email leaves in the background, with three attempts if the provider fails.
Track the status
Every appointment carries a status you move along by hand:
| Status | When to use it |
|---|---|
| Scheduled | Slot booked, not yet confirmed by the client |
| Confirmed | The client has agreed |
| Completed | The appointment took place |
| Cancelled | Called off by either side |
| No-show | The client did not turn up |
Separating Cancelled from No-show looks trivial. A few months in, it is what tells you whether to start asking for a deposit.
Find an appointment
The appointment manager offers full-text search, filters by contact, activity and date, sorting on every column, and two display modes (list or cards).
Notes and reminders
From an appointment you can:
- add notes, optionally shared with the client (see notes);
- set one or more reminders (see reminders).
Deleting
Deleting an appointment also removes its reminders. Attached notes follow the retention policy described on the GDPR page. Prefer the Cancelled status over deletion: it keeps the record, which occasionally matters in a dispute.