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How to Set Appointments and Tasks

Updated

 An appointment is time booked with a person — a trial class, a tour, a renewal conversation. It’s attached to a student or prospect, and they get emailed about it.

A task is something you or a staff member needs to do. Order belts, call back a lead, prep for testing. It can be attached to a person but doesn’t have to be, and nobody outside your team is emailed.

Pick the wrong one and you’ll either email a prospect about ordering belts, or forget to tell them about their trial class.

Where to create them from

Appointments & Tasks can be created from multiple places — the form is the same.

  • A profile — scroll to Appointments & Tasks, expand it, click Add New +.
  • The Prospect List — hover a card, click the kebab, then Schedule Appointment or Schedule Task.
  • The Calendar — click Add New, then Appointment or Task.

Filling it in

  1. Title — what it is. “Trial class — Sarah M” beats “Appointment”.
  2. Date and time — pick the date, enter the start time next to At and the end next to To. Click AM to switch to PM. Tasks only need a start time.
  3. Staff Assigned To — who’s responsible. Defaults to you.
  4. Appointment Reason or Task Category — from the lists in Calendar Settings.
  5. Description — brief and specific. Whoever picks this up cold needs to know what it’s about.
  6. Attach to Student/Prospect — pre-filled if you started from a profile or the Prospect List. Required for appointments. Optional for tasks.
  7. Private or Public — Public by default, meaning every admin and employee can see it. Private keeps it to you.
  8. Click Submit.

Adding an appointment for a prospect.

What gets emailed

For appointments:

  • The student or prospect is emailed as soon as it’s booked, with a link to confirm.
  • They get a reminder 24 hours before.
  • The assigned employee is emailed if you change or delete it.

For tasks:

  • Nothing goes to the student or prospect.
  • The assigned employee is notified.
i Note: Employees receive a daily email summarising their appointments and tasks. That can be switched off per employee in Contact Information on their profile — worth doing for a kiosk-only account.

Where they show up

  • On the Calendar, alongside classes.
  • In Appointments & Tasks on the attached profile. Upcoming covers the next 30 days, Already Past the last 30.
  • In the Calendar module on the Dashboard.
  • In the Checklist panel on the Calendar page, for quick items that don’t need a full task.

Moving and updating

Drag an appointment or task to another day on the Calendar — that changes the date and nothing else.

To change anything more, click it on the Calendar, then the right-pointing arrow on the popup. From there you can set a status:

  • Appointments — Scheduled, Rescheduled, Confirmed, No Showed, Completed.
  • Tasks — To Do, Complete.

Marking No Showed matters more than it looks. It’s the difference between a prospect who declined and one who never turned up, and those are two very different follow-up calls.

Troubleshooting

I can’t save the appointment. Appointments require an attached student or prospect. Attach one, or make it a task instead.

The prospect says they got no email. Check the email address on their profile, and that they have one at all.

An employee can’t assign work to someone else. That’s the Assign tasks and appointments to other employees permission, off on their profile.

A colleague can’t see it. It was marked Private.

Limitations

  • Appointments must be attached to a student or prospect.
  • No recurring appointments or tasks — each one is created individually.
  • Calendar sync is one-way, out of Kicksite. Changes made in your personal calendar don’t come back.
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