--- title: "Getting Started with Appointment & Booking in ClearCRM" description: "Learn how to manage client appointments, team schedules, and online bookings with the Appointment & Booking section in ClearCRM." url: https://help.clearcrm.com/en/articles/12645979-getting-started-with-appointment-and-booking-in-clearcrm collection: "Appointment & Booking" updated: 2026-09-09 language: en --- # Getting Started with Appointment & Booking in ClearCRM Learn how to manage client appointments, team schedules, and online bookings with the Appointment & Booking section in ClearCRM. ## Overview 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** * * * ## Main Sections in 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. * * * ## Managing Appointments 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. * * * ## Defining Services 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. * * * ## Company Schedule and Staff Availability 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 Public Booking Form 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: 1. Choose a **service** 2. Select a **staff member** 3. Pick a **time slot** 4. Enter their **contact details** 5. 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. * * * ## Getting Paid While Booking 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: 1. Go to **Settings → Appointment & Booking**. 2. Switch to the **Invoice & Taxes** tab. 3. Set **“Create invoice when appointment is booked?”** to **Yes**. 4. 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. * * * ## Appointment History and Analytics 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. * * * ## Notifications and Communication 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**. * * * ## Settings Overview 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 ## Getting Paid While Booking 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: 1. Go to **Settings → Appointment & Booking**. 2. Switch to the **Invoice & Taxes** tab. 3. Set **“Create invoice when appointment is booked?”** to **Yes**. 4. 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. * * * ## Google Calendar Integration (Coming Soon) 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:** 1. Go to **CRM → Appointment & Booking → Settings**. 2. Open the **Calendar Integration** tab. 3. Click **Connect Google Calendar**. 4. Sign in through Google’s secure authentication screen and grant permission. 5. Return to ClearCRM — your Google Calendar will appear as connected. You can disconnect anytime from the same page, or from your Google Account settings. * * * ## Summary 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. * * * ### YouTube video link: [Appointment & Booking in ClearCRM](https://www.youtube.com/watch?v=ZhMrti1WWFg)