Create Appointments and Scheduled Messages
Create an appointment or scheduled SMS, review notifications, and learn how to check schedule changes or delete a future appointment.
Open Calendar → New Event and choose the type of item you need.
- Calendar Appointment: creates an appointment in the selected calendar, with optional client notification.
- Scheduled Message: schedules a future SMS without creating an appointment. Messages can appear as an overlay in Calendar.
Create an appointment
- Stay on Calendar Appointment and select the correct Calendar.
- Use Search Contact to find a saved contact, or enter the Phone Number and optional Contact Name manually. Verify the recipient before enabling messages.
- Enter the Title and an optional Note. Use the SMS fields for information you intend to send to the client.
- Select Appointment Date first, then Start Time and End Time. Review the actual duration.
- Review the notification options below, then click Save Appointment.
- Confirm the appointment appears on the intended calendar at the expected date and time.
Review client notifications
If Notify Client is disabled, Office directs you to configure a destination phone number. Open the calendar’s General settings, choose Default SMS Phone Number and save. Return to the appointment and check its notification options again.
When available, enable Notify Client. Choose an Appointment Notifications Template and use Load Template, or enter a one-off message when offered. Review the confirmation, each reminder’s timing and its text before saving. Use Skip for a reminder you do not want on this appointment.
Appointment notifications use the calendar’s default SMS number. A confirmation marked Now can be sent when you save; check the phone number and wording first. See Appointment Reminders and Notification Templates.
Change a future appointment
- Find the appointment in Calendar, or use its calendar link from Appointments.
- Click the future event and check its contact, calendar and current date/time in Event Details.
- Choose Edit Schedule. In Edit Event, review Appointment Date, then choose Start Time and End Time.
- Review the title, notes and notification options, then click Save Appointment.
- Wait for the save to finish. Reopen the event or refresh Appointments and confirm the new date and time.
If Save Appointment leaves the form open and the old time remains, the change has not been confirmed. Contact Support with the calendar, original time, intended time and any visible error. Avoid creating a replacement appointment until you establish whether the original changed. Past events can be unavailable for editing.
Remove a future appointment
- Open the intended event’s Event Details and verify its contact and time.
- Click Delete.
- Read Delete Appointment?. Office warns that pending client notifications associated with this appointment will also be deleted and that the action cannot be undone.
- Choose Cancel to keep the appointment, or Delete to remove it.
- Refresh Calendar or Appointments and verify the result.
Cancel on the confirmation dialog dismisses the deletion request. It does not cancel the appointment. The deletion warning concerns this appointment’s pending notifications; review separately scheduled SMS independently. Do not assume an already sent message can be recalled or that the client receives a cancellation message.
Schedule a message without an appointment
- Open New Event → Scheduled Message.
- Select Send From (SMS Number). This is a separate selection from a calendar’s default notification number.
- Find the contact or enter the recipient’s phone number and name.
- Set Send Date & Time and read the time zone displayed directly below it. Use that zone when choosing the time, rather than assuming it matches your device.
- Optionally choose a Message Template, then review Message Text.
- If needed, attach a supported file and follow the type, quantity and size limits shown in the form.
- Click Schedule Message and confirm the scheduled item.
Find and check what you scheduled
Select the relevant calendar under My Calendars and the intended date. Turn on Scheduled Messages to display the message overlay; hiding it does not cancel a message.
If a time looks wrong, compare the form’s time zone with Business Settings. If you reschedule or cancel an appointment, review its pending notifications too; do not assume a separately scheduled SMS was changed with it.
A scheduled status is not proof of delivery. Check the message result in Conversations or the delivery reports when investigating a missing text. Contact Support with the affected calendar or sending number, expected time and time zone, and the result you see.