The Appointment & Booking section in ClearCRM lets you manage all aspects of client scheduling — from defining your services to tracking appointments, working hours, and bookings — all in one place.
Whether your business handles consultations, demos, or customer service sessions, this feature gives you a clear overview of staff availability and makes it effortless for clients or leads to book appointments online.
💡 Business Use: Appointment & Booking helps you not only organize your schedule but also get paid instantly for your time and services. Clients can book and pay in one smooth flow, reducing no-shows and keeping your team’s calendar and cash flow perfectly in sync.
You can find it under:
CRM → Appointment & Booking
When you open Appointment & Booking, you’ll see the following sections:
Appointments – View and manage all your scheduled meetings and bookings.
Services – Define what your company offers (like consultations, demos, or support sessions).
Company Schedule – Set your global business hours and holidays.
Staff Working Hours – Configure individual team members’ availability.
Appointment History – Track completed, cancelled, or missed appointments.
Analytics & Reports – Review performance and trends for your appointments and services.
Booking Form – Your public-facing booking page for leads and customers to self-schedule.
Settings – Control global preferences such as approvals, notifications, and reminders.
The Appointments page is your central hub for all meetings and bookings.
Each entry displays:
Customer or lead name
Service booked
Assigned staff
Date and time
Status (Pending, Approved, Completed, Cancelled, etc.)
From this page, you can reschedule, approve, cancel, or add new appointments manually.
Appointments appear automatically when booked via your public form.
Under Services, you can create a catalog of your company’s offerings.
Each service includes:
Service name and description
Duration and price
Assigned staff
Optional buffer time before or after the session
Color coding for easy identification
These services are displayed on your public Booking Form, allowing customers to choose the right one when scheduling.
To ensure smooth scheduling and prevent conflicts, ClearCRM separates working hours into two layers:
Company Schedule – Defines your organization’s overall working hours, holidays, and breaks.
Staff Working Hours – Defines each team member’s personal availability and time zone.
Appointments can only be booked during overlapping available times between the company and the staff member.
The Booking Form is what your leads or customers use to book appointments directly — no login required.
It opens in a new browser tab and displays from a visitor’s point of view.
Your clients can simply:
Choose a service
Select a staff member
Pick a time slot
Enter their contact details
Confirm the booking
As soon as they submit the form, the appointment is automatically added to your Appointments list in ClearCRM — ready for approval or instant confirmation (depending on your setup).
You can share the Booking Form as a public link or embed it on your website, and you can customize it with your logo, colors, and terms for a branded experience.
accurate without extra steps.
ClearCRM allows you to get paid for your services at the time of booking — ensuring faster payments and fewer missed appointments.
To enable this feature:
Go to Settings → Appointment & Booking.
Switch to the Invoice & Taxes tab.
Set “Create invoice when appointment is booked?” to Yes.
Click Save Settings.
Once enabled, an invoice is automatically created each time a visitor, lead, or customer books an appointment.
The invoice appears immediately on the confirmation page after booking.
A copy is also sent to the customer via email.
Customers can pay online through your connected Payment Gateway (e.g., Stripe or PayPal).
This automation helps your team collect payments faster and keeps your accounting accurate without extra steps.
The Appointment History section records all completed, cancelled, or missed appointments, giving you a clear archive of past activity.
Meanwhile, Analytics & Reports offers insights into:
Booking volume
Revenue by service
Staff performance
Cancellation or no-show rates
You can export data to Excel or PDF for internal reporting.
Keep everyone informed with automatic email and SMS notifications (if configured).
Notifications can be sent for:
Appointment confirmations
Reminders before meetings
Reschedules or cancellations
Post-meeting follow-ups
You can manage these templates and rules from Appointment & Booking → Settings.
The Settings page helps you fine-tune how the system handles appointments:
Enable or disable automatic appointment approval
Define cancellation policies
Set reminder timings (e.g., 1 hour or 24 hours before)
Choose your time zone and date format
Customize booking form messages
ClearCRM allows you to get paid for your services at the time of booking — ensuring faster payments and fewer missed appointments.
To enable this feature:
Go to Settings → Appointment & Booking.
Switch to the Invoice & Taxes tab.
Set “Create invoice when appointment is booked?” to Yes.
Click Save Settings.
Once enabled, an invoice is automatically created each time a visitor, lead, or customer books an appointment.
The invoice appears immediately on the confirmation page after booking.
A copy is also sent to the customer via email.
Customers can pay online through your connected Payment Gateway (e.g., Stripe or PayPal).
This automation helps your team collect payments faster and keeps your accounting accurate without extra steps.
ClearCRM integrates directly with Google Calendar, allowing you to keep your appointments synced and avoid double bookings.
Once connected:
New appointments created in ClearCRM automatically appear in your Google Calendar.
Updates to time, duration, or attendees sync both ways, depending on your permission settings.
Cancelled or rescheduled appointments in ClearCRM are removed or updated in Google Calendar.
Each staff member can connect their own Google account individually.
How to connect Google Calendar:
Go to CRM → Appointment & Booking → Settings.
Open the Calendar Integration tab.
Click Connect Google Calendar.
Sign in through Google’s secure authentication screen and grant permission.
Return to ClearCRM — your Google Calendar will appear as connected.
You can disconnect anytime from the same page, or from your Google Account settings.
The Appointment & Booking section in ClearCRM connects every part of your scheduling workflow:
✅ Customers and leads can book online — no login needed.
✅ Staff manage their working hours and assigned services.
✅ Admins track performance and revenue with built-in analytics.
It’s the complete solution for organized, efficient, and customer-friendly scheduling inside ClearCRM.
