# Manually Booking Calendar Appointments > Learn how to manually book appointments in GHL Customer Care’s calendar. Add leads or clients directly into your CRM schedule in just a few clicks. - Source: https://docs.ghlcustomercare.com/docs/calendars-and-appointments/scheduling-appointments/manually-booking-calendar-appointments - Section: Calendars & Appointments / Scheduling Appointments - Reading time: 5 min - Images: 7, each explained below - Modified on Fri, 8 May at 7:28 AM --- Need to **S****chedule Calendar Appointments for someone else-** **leads, clients, or team members?** Here’s how to manually book appointments across GHL Customer Care. --- **TABLE OF CONTENTS** - [Booking Appointments Manually](#booking-appointments-manually) - [Key Benefits of Manually Booking Appointments](#key-benefits-of-manually-booking-appointments) - [Different Ways to Access the "Book Appointment" Feature](#different-ways-to-access-the-book-appointment-feature) - [Booking the Appointment (After Accessing the Modal)](#booking-the-appointment-after-accessing-the-modal) - [Step 1: Select the Calendar & Contact](#step-1-select-the-calendar-and-contact) - [Step 2: Add Appointment Details](#step-2-add-appointment-details) - [Step 3: Block Off Time (Optional)](#step-3-block-off-time-optional) - [Frequently Asked Questions](#frequently-asked-questions) - [Related Articles](#related-articles) --- ## **Booking Appointments Manually** GHL Customer Care makes it easy for users to book appointments manually across different areas of the platform. Booking Calendar Appointments as a User (Manually) is helpful when you want to create appointments on behalf of a contact, especially when working across different time zones or calendars. Whether you're communicating with a contact, managing calendars, or accessing a specific contact profile, there are multiple ways to schedule appointments in just a few clicks. Manual booking ensures you're always in control of scheduling, even when contacts are offline, unresponsive, or need extra assistance. --- ## **Key Benefits of Manually Booking Appointments** Manual booking gives you the flexibility to schedule appointments directly from within the platform without needing the customer to take action. This is especially useful in high-touch workflows, urgent situations, or internal coordination. Here’s how it helps: - **Schedule appointments on behalf of leads or customers** when they can't or don’t take action themselves. - **Book appointments while on a call** to secure a slot instantly - **Respond to SMS or email confirmations** by locking in an appointment from your end - **Book internal meetings with team members** directly within the system - **Create test appointments** to QA workflows, reminders, or calendar logic - **Choose specific dates, times, and calendars** when precision matters - **Work across multiple time zones** with automatic timezone detection - **Add recurring events and block off time** to manage availability effectively --- ## **Different Ways to Access the "Book Appointment" Feature** You can book an appointment from multiple places in GHL Customer Care, including Conversations, Contacts, Calendars, and Opportunities. Choose the entry point that matches your workflow. **IMPORTANT:** These entry points all let you book appointments, but the UI may differ depending on where you start. For example, \*\*Opportunities\*\* opens booking inside the \*\*Edit Opportunity\*\* experience using the appointment modal. ### **1.** From the Conversations Tab If you're messaging a contact and want to book an appointment on the spot, Conversations is the fastest path. Go to **Conversations → Select Contact → Calendar Icon** in the sidebar. Now you will have the button "**Book Appointment"** ![1. From the Conversations Tab (image 1 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155044741877/original/9dNnZQm8aHR5zThvvGtEgHAtntnvJqCRSQ.png) **1. From the Conversations Tab (image 1 of 7)** This screenshot appears in the "1. From the Conversations Tab" section of "Manually Booking Calendar Appointments". The text alongside this image reads: If you're messaging a contact and want to book an appointment on the spot, Conversations is the fastest path. Go to Conversations → Select Contact → Calendar Icon in the sidebar. Now you will have the button " Book Appointment". Immediately after, the guide continues: You can also book appointments directly from the contact's profile. Navigate to Contacts → Open a Contact → Click the Appointments tab in the right section of the contact → +Add. - Where to go: If you're messaging a contact and want to book an appointment on the spot, Conversations is the fastest path. Go to Conversations → Select Contact → Calendar Icon in the sidebar. Now you will have the button " Book Appointment" - Controls: Book Appointment" - Next: You can also book appointments directly from the contact's profile. Navigate to Contacts → Open a Contact → Click the Appointments tab in the right section of the contact → +Add ### **2.** From the Contacts Tab You can also book appointments directly from the contact's profile. Navigate to **Contacts → Open a Contact → Click the Appointments tab** in the right section of the contact **→ +Add** ![2. From the Contacts Tab (image 2 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155044742474/original/0rQhMHQiBk1n0_O1iWU5-nyrPNYMII_Qzw.png) **2. From the Contacts Tab (image 2 of 7)** This screenshot appears in the "2. From the Contacts Tab" section of "Manually Booking Calendar Appointments". The text alongside this image reads: You can also book appointments directly from the contact's profile. Navigate to Contacts → Open a Contact → Click the Appointments tab in the right section of the contact → +Add. Immediately after, the guide continues: Want to schedule visually? Click directly on a calendar slot in the Calendar view. Go to Calendars → Calendar View → Either clickon "New" orclick on a Specific time slot to book an appointment directly. - What to click: You can also book appointments directly from the contact's profile. Navigate to Contacts → Open a Contact → Click the Appointments tab in the right section of the contact → +Add - Controls: → +Add - Next: Want to schedule visually? Click directly on a calendar slot in the Calendar view. Go to Calendars → Calendar View → Either clickon "New" orclick on a Specific time slot to book an appointment directly. ### **3.** From the Calendar Tab Want to schedule visually? Click directly on a calendar slot in the Calendar view. Go to **Calendars → Calendar View →** Either clickon **"New"** orclick on a **Specific time slot** to book an appointment directly. ![3. From the Calendar Tab (image 3 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155044743458/original/vu_l_cdpp7twyMkT9bHib-sD8PYZG1wo-A.gif) **3. From the Calendar Tab (image 3 of 7)** This animation appears in the "3. From the Calendar Tab" section of "Manually Booking Calendar Appointments". The text alongside this image reads: Want to schedule visually? Click directly on a calendar slot in the Calendar view. Go to Calendars → Calendar View → Either clickon "New" orclick on a Specific time slot to book an appointment directly. Immediately after, the guide continues: You can book or update an appointment directly from an opportunity. - What to click: Want to schedule visually? Click directly on a calendar slot in the Calendar view. Go to Calendars → Calendar View → Either clickon "New" orclick on a Specific time slot to book an appointment directly. - Controls: Calendars → Calendar View →, "New", Specific time slot - Next: You can book or update an appointment directly from an opportunity. ### 4From Opportunities You can book or update an appointment directly from an opportunity. 1\. Go to Opportunities and open the opportunity you want to update. 2\. Open the Book/Update Appointment section. 3\. Click + New Appointment, then choose Meetings, Services, or Rentals. 4\. Complete the appointment details in the appointment modal, then save. ![4. From Opportunities (image 4 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155070882915/original/6IcsA9ejUNwXacsj-pzj_H1udFajJnWqLQ.gif) **4. From Opportunities (image 4 of 7)** This animation appears in the "4. From Opportunities" section of "Manually Booking Calendar Appointments". The text alongside this image reads: 4. Complete the appointment details in the appointment modal, then save. Immediately after, the guide continues: Once you've accessed the Book Appointment modal using any of the four available methods, the booking steps are the same. This section walks you through choosing a calendar, selecting a contact, adding details, and finalizing the…. - How to confirm: 4. Complete the appointment details in the appointment modal, then save. - Next: Once you've accessed the Book Appointment modal using any of the four available methods, the booking steps are the same. This section walks you through choosing a calendar, selecting a contact, adding details, and finalizing the appointment. --- ## **Booking the Appointment (After Accessing the Modal)** Once you've accessed the **Book Appointment** modal using any of the four available methods, the booking steps are the same. This section walks you through choosing a calendar, selecting a contact, adding details, and finalizing the appointment. ### **Step 1:** Select the Calendar & Contact Select which calendar you want the appointment to be created in and the contact it should be assigned to. ![Step 1: Select the Calendar & Contact (image 5 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155044890048/original/P6V4V2T1Emng7wYiM34jEG6oJ5BIW7hF8w.png) **Step 1: Select the Calendar & Contact (image 5 of 7)** This screenshot appears in the "Step 1: Select the Calendar & Contact" section of "Manually Booking Calendar Appointments". The text alongside this image reads: Select which calendar you want the appointment to be created in and the contact it should be assigned to. Immediately after, the guide continues: In this step, you'll enter the key information that defines your appointment — including title, time, location, and recurrence options. GHL Customer Care helps streamline this by automatically detecting time zones and providing flexible…. - What to choose: Select which calendar you want the appointment to be created in and the contact it should be assigned to. - Next: In this step, you'll enter the key information that defines your appointment — including title, time, location, and recurrence options. GHL Customer Care helps streamline this by automatically detecting time zones and providing flexible input options for custom bookings. ### **Step 2:** Add Appointment Details In this step, you'll enter the key information that defines your appointment — including title, time, location, and recurrence options. GHL Customer Care helps streamline this by automatically detecting time zones and providing flexible input options for custom bookings. - **Appointment Title**: Add a relevant subject (e.g., “Consultation with Sarah”). You could also add a description of the title below. - **Date & Time**: Choose a start and end time. The system will display the user's time zone but can be toggled with custom Date and Time. - **Custom:** 1. You'll be prompted to manually enter a **custom meeting link** (e.g., Zoom, Teams, physical address). 2. You can **select a custom start and end time**. 3. You’ll also have the option to **make the appointment recurring** with your preferred cadence and duration. - **Meeting Location**: Choose a default, custom, or integrated video meeting option. If you chose custom, then you would need to provide the custom meeting link. ![Step 2: Add Appointment Details (image 6 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155044891461/original/6dY8kNO5UvXa6VpAAD5QXrd0_DrH6n_gjQ.png) **Step 2: Add Appointment Details (image 6 of 7)** This screenshot appears in the "Step 2: Add Appointment Details" section of "Manually Booking Calendar Appointments". The text alongside this image reads: Appointment Title: Add a relevant subject (e.g., “Consultation with Sarah”). You could also add a description of the title below. Date & Time: Choose a start and end time. The system will display the user's time zone but can be toggled with custom Date and Time. Custom: Meeting Location: Choose a…. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: The Blocked Off Time tab allows you to prevent new appointments from being booked during specific time periods, which is perfect for breaks, personal time, team training, or vacation days. When using this feature, you can choose to block…. - What to fill in: Appointment Title: Add a relevant subject (e.g., “Consultation with Sarah”). You could also add a description of the title below. Date & Time: Choose a start and end time. The system will display the user's time zone but can be toggled with custom Date and Time. Custom: Meeting Location: Choose a default, custom, or integrated video meeting option. If you chose custom, then you would need to provide the custom meeting link. - Fields: Custom: - Controls: Appointment Title, Date & Time, custom meeting link, select a custom start and end time, make the appointment recurring, Meeting Location - Next: The Blocked Off Time tab allows you to prevent new appointments from being booked during specific time periods, which is perfect for breaks, personal time, team training, or vacation days. When using this feature, you can choose to block time for a S pecific user or an entire calendar and also specify Start Time and End Time. Full procedure: 1. Appointment Title: Add a relevant subject (e.g., “Consultation with Sarah”). You could also add a description of the title below. 2. Date & Time: Choose a start and end time. The system will display the user's time zone but can be toggled with custom Date and Time. 3. Custom: 4. Meeting Location: Choose a default, custom, or integrated video meeting option. If you chose custom, then you would need to provide the custom meeting link. --- ### **Step 3:** Block Off Time (Optional) The **Blocked Off Time** tab allows you to prevent new appointments from being booked during specific time periods, which is perfect for breaks, personal time, team training, or vacation days. When using this feature, you can choose to block time for a **S****pecific user** or an entire **calendar** and also specify **Start Time** and **End Time.**  ![Step 3: Block Off Time (Optional) (image 7 of 7)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155044891349/original/kwx00yjYRkjCV7SDVno6aiAytP9_RDBfSQ.png) **Step 3: Block Off Time (Optional) (image 7 of 7)** This screenshot appears in the "Step 3: Block Off Time (Optional)" section of "Manually Booking Calendar Appointments". The text alongside this image reads: The Blocked Off Time tab allows you to prevent new appointments from being booked during specific time periods, which is perfect for breaks, personal time, team training, or vacation days. When using this feature, you can choose to block time for a S pecific user or an entire calendar and also…. Immediately after, the guide continues: IMPORTANT: Use Blocked Off Time option to remove availability for specific dates and times. Existing appointments will not be deleted, blocked times only affect new booking availability. - What to choose: The Blocked Off Time tab allows you to prevent new appointments from being booked during specific time periods, which is perfect for breaks, personal time, team training, or vacation days. When using this feature, you can choose to block time for a S pecific user or an entire calendar and also specify Start Time and End Time. - Controls: Blocked Off Time, S, pecific user, calendar, Start Time, End Time. - Next: IMPORTANT: Use Blocked Off Time option to remove availability for specific dates and times. Existing appointments will not be deleted, blocked times only affect new booking availability. **IMPORTANT:** Use **Blocked Off Time** option to remove availability for specific dates and times. Existing appointments will not be deleted, blocked times only affect new booking availability. **Pro Tips:** 1\. You can schedule for any team member as long as their calendar is available to you. 2\. Time zone handling is automatic and visible in the modal. 3\. Use recurring appointments for ongoing sessions or check-ins. 4\. Use the "Blocked off time" tab to keep your availability clean and organized --- ## **Frequently Asked Questions** **Q: Can I book an appointment for another team member?** Yes, just choose their calendar from the dropdown in the modal. **Q: What if I don’t see the appointment on the calendar?** Make sure you select the correct calendar and contact. Also, check if filters are applied in the calendar view. **Q: Can I block time without removing existing appointments?** Yes, blocked-off time prevents _new_ bookings but leaves existing ones intact. **Q: Will the time auto-adjust to the contact's timezone?** Yes, GHL Customer Care shows appointment slots based on the contact’s time zone by default. --- ## **Related Articles** - [How to Set Up a Calendar in GHL Customer Care](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/appointment-distribution-logic-for-round-robin-calendars) - [Round Robin Appointment Distribution Logic](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/appointment-distribution-logic-for-round-robin-calendars) - [Managing Team Member Assignment in Calendars](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/round-robin-calendars/managing-team-member-assignments-in-round-robin-calendars) --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com