Calendar overview
See viewings, valuations and office meetings in Calendars, and learn the difference between a calendar and an appointment.
2 min read
The Calendars module brings viewings, valuation visits and office meetings into one place. The AI voice assistant finds a free slot on the phone and books it here, clients pick their own time from a booking link, and your agents see, move and close out appointments from the same screen.
Two key ideas
- Calendar: the rules for one type of appointment. For example, the "Viewings" calendar is 45 minutes long, shared between Selin and Emre, open 10:00–18:00 on weekdays, with travel time between viewings. Calendars are set up under Settings → Calendars. See Create a calendar.
- Appointment: one client's booking in a given calendar at a given time. Appointments appear in the Calendars module in the left menu.
In short: you set the calendar up once, and appointments flow through those rules every day. The Squaremeters team prepares your calendars during setup.
Where do appointments come from?
- AI voice assistant: checks the right calendar for the caller's request, offers two free slots and books the one they pick. See Booking appointments.
- Conversation AI: sends a booking link or books the appointment in a WhatsApp or Instagram chat.
- Booking link: the client picks a time from a link you share. See Booking link.
- Your team: an agent or the office assistant adds the appointment by hand. See Manage appointments.
Every appointment is linked to a contact. The client's contact record lists all their past and upcoming appointments.
Calendar view
- Click Calendars in the left menu.
- Choose Calendar View or Appointment List View with the switch at the top.
- In calendar view, choose day, week or month.
- Use the filter to show specific calendars or agents, for example only Selin Kaya's viewings.
- Use New at the top right to add an appointment.
Blocks with a robot icon were booked by the assistant. Colours show the calendar (viewing, valuation, office).
Appointment list view
- Pick a preset list: Upcoming, Cancelled or All.
- Change an appointment's status straight from the row; no need to open it.
| Need | Suggested view |
|---|---|
| An agent's viewings for the day | Calendar View → Day, filter: agent |
| This week's valuations | Calendar View → Week, filter: Valuations |
| Confirming tomorrow's appointments | Appointment List View → Upcoming |
| Winning back no-shows | Appointment List View → filter: Status = No-show |
Tip
Have your office assistant go through the day's appointments in Appointment List View each morning, and let agents follow their own schedule in their phone's calendar app. See Connect Google and Outlook.
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