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Overview

Knowlix Appointments is a self-service scheduling tool that allows customers, clients, and partners to book meetings, consultations, and services directly through your website. Eliminate scheduling back-and-forth by publishing your availability and letting others reserve time slots automatically. The module integrates with Calendar for availability management, CRM for lead generation, and Sales for paid appointment services. Configure appointment types for different scenarios (sales demos, support consultations, office hours, etc.) with customized duration, questions, and booking rules. Whether scheduling sales calls, consultation sessions, equipment reservations, or venue bookings, Appointments automates coordination while providing a professional customer experience. 💡 Pro Tip: Ask Your Knowlix for appointment management: “Create an appointment type for product demos” or “Show me today’s scheduled appointments”

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Resources

Resources represent bookable physical or virtual assets like meeting rooms, equipment, or seating areas that customers can reserve.

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Creating Resources

To add a resource:
  1. Navigate to Appointments → Configuration → Resources
  2. Click New
  3. Configure the resource:
    • Name: Descriptive title (e.g., “Conference Room A,” “Tennis Court #1”)
    • Capacity: Maximum number of people the resource accommodates
    • Timezone: The timezone where the resource is located
    • Linked Resources: (Optional) Other resources that can be combined to handle larger groups
    • Description: Information visible to customers when booking (features, amenities, instructions)
  4. Click Save
Linked resources: When using auto-assign appointment methods, linked resources allow the system to automatically allocate multiple resources together when demand exceeds a single resource’s capacity. Example: Conference Room A (capacity 10) is linked to Conference Room B (capacity 10). When a booking request for 15 people comes in, the system can automatically assign both rooms. 💡 Resource Management: Create resources for any bookable asset: meeting rooms, desks, vehicles, equipment, event spaces, or service stations.

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Creating Appointment Types

Appointment types define the different kinds of bookings you offer, each with its own duration, availability, and rules.

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Basic Configuration

To create an appointment type:
  1. Navigate to Appointments dashboard
  2. Click New
  3. Configure the appointment type:
Appointment Title: Name customers see when booking (e.g., “Product Demo,” “Legal Consultation,” “Office Hours”). Duration: How long each appointment lasts (in hours). Pre-Booking Time: Minimum lead time required before an appointment can start. For example, “1 hour” means customers cannot book appointments starting within the next hour. Example: At 2:00 PM, a customer tries to book a tennis court for 2:45 PM. If pre-booking time is 1 hour, the earliest available slot is 3:00 PM. Scheduling Window: Choose how far in advance customers can book:
  • Available Now: Bookings open immediately. Use “Up to X days into the future” to limit how far ahead customers can schedule (e.g., 14 days max).
  • Within a Date Range: Limit bookings to specific start and end dates (useful for seasonal services or event-based scheduling).
Allow Cancelling: Set a deadline before appointments when customers can no longer cancel. If enabled, cancellations within the deadline window are blocked, and customers receive contact information for manual cancellation requests.

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Availability Configuration

Availability On: Choose what customers are booking: Users: Book time with specific people (salespeople, consultants, interviewers, coaches). Resources: Book physical or virtual assets (rooms, equipment, stations). Users selection: If “Users” is selected, choose which employees are available for this appointment type from the dropdown. Resources selection: If “Resources” is selected, choose which resources can be booked. Enable Manage Capacities to limit participants based on the selected resource’s capacity. Assignment Method: Control how customers select users or resources:
  • Pick User/Resource then Time: Customer chooses who/what they want first, then sees available time slots for that selection
  • Select Time then User/Resource: Customer chooses a preferred time, then sees which users/resources are available
  • Select Time then auto-assign: (Resources only) Customer picks a time, and the system automatically assigns an available resource
Use cases:
  • Pick first: When customers have strong preferences for specific salespeople or rooms
  • Time first: When appointment time matters more than the specific resource
  • Auto-assign: For identical resources where customer doesn’t care which one they get

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Schedule Tab

Define when this appointment type is available for booking. To set availability:
  1. Open the Schedule tab
  2. Click Add a Line
  3. Configure the time slot:
    • Every: Day of the week
    • From: Start time
    • To: End time
  4. Repeat to add more availability windows
Multiple slots per day: Add multiple lines for the same day to create split availability. Example: Lunch break To avoid appointments during lunch:
  • Add one slot: Monday, 9:00 AM to 12:00 PM
  • Add another slot: Monday, 1:00 PM to 5:00 PM
Removing slots: Click the trash icon next to any slot to delete it. 💡 Capacity Management: If offering limited availability, create narrow time windows. For high-volume services, offer wide availability and rely on auto-assignment to distribute bookings.

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Options Tab

Customize how appointments display and behave. Front-End Display: Choose whether to Show Pictures of users or resources on the booking page, or display no images for a text-only interface. Timezone and Location:
  • Resource appointments: Auto-fill based on resource configuration
  • User appointments: Default to online meeting with auto-generated videoconference link. Change to physical location if meetings occur in person.
Manual Confirmation: Enable to require administrator approval before appointments are confirmed. When enabled, time slots are reserved but not confirmed until manually approved. Leave disabled for automatic confirmation. Create Opportunities:
Requirement: CRM module must be installed
Automatically create CRM opportunities for each booked appointment. Useful for tracking sales pipeline from appointment bookings. Reminders: Select one or more reminder notifications to send to customers before appointments (e.g., “1 hour before,” “1 day before”). Choose communication methods (email, SMS, etc.). Allow Guests: Enable to let customers invite additional attendees when booking. 💡 Sales Workflow: Enable “Create Opportunities” for sales-focused appointments. Each booking generates a CRM opportunity assigned to the salesperson, ensuring no lead is lost.

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Questions Tab

Collect information from customers during the booking process. To add questions:
  1. Open the Questions tab
  2. Click Add a Line
  3. Configure the question:
    • Question: The text customers see
    • Answer Type: Text, multiple choice, dropdown, date, etc.
    • Mandatory Answer: Check to require an answer before booking is allowed
  4. Click Save & Close or Save & New to add more
Use cases for questions: Sales demos:
  • “What products are you interested in?”
  • “How many employees will use the software?”
  • “What’s your implementation timeline?”
Consultations:
  • “Briefly describe your legal issue”
  • “Have you consulted a lawyer before?”
  • “Preferred consultation method: in-person or video call?”
Event bookings:
  • “Number of attendees”
  • “Dietary restrictions”
  • “Special accommodations needed?”
Benefits: Questions help you prepare for appointments and qualify leads. Answers appear in the appointment details and (if Create Opportunities is enabled) in the CRM opportunity notes. 💡 Pre-Qualification: Use required questions to filter unqualified bookings. For example, require a minimum budget question for paid consultation services.

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Messages Tab

Provide instructions and information to customers before and after booking. Introduction Message: Displayed on the booking page before customers select a time. Use this for:
  • Welcome message
  • What to expect in the appointment
  • Meeting agenda or topics covered
  • Who they’ll be meeting with
Extra Message on Confirmation: Displayed after customers complete their booking. Use this for:
  • Preparation instructions
  • What to bring
  • How to access the meeting (building instructions, parking details)
  • Cancellation policy
  • Thank you message
Example messages: Introduction (Product Demo): “Welcome! Our product specialists will walk you through the platform’s key features and answer your questions. Demos typically last 30 minutes. Please have any specific use cases or questions prepared.” Confirmation (Legal Consultation): “Your consultation is confirmed! Please bring any relevant documents (contracts, correspondence, etc.). Our office is located on the 3rd floor. Free parking is available in the adjacent lot. If you need to reschedule, please contact us at least 24 hours in advance.”

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Publishing Appointments

Make appointment types available for customers to book. To publish:
  1. Open the appointment type
  2. Click the Go to Website smart button
  3. Toggle the Unpublished switch to Published
The appointment booking page is now live on your website. Sharing the booking link: Copy the URL from the booking page and share it:
  • In email signatures
  • On business cards
  • In marketing materials
  • In support responses
  • On social media
Unpublishing: Toggle the switch back to Unpublished to temporarily hide the appointment type without deleting it. 💡 Multiple Appointment Types: Create different appointment types for different purposes. “15-Min Quick Questions” for brief inquiries, “45-Min Product Demo” for full demonstrations, “2-Hour Strategy Session” for in-depth consultations.

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CRM Integration

Automatically generate sales opportunities from booked appointments.
Requirement: CRM module must be installed

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Enabling Opportunity Creation

To link appointments to CRM:
  1. Create or edit an appointment type
  2. Open the Options tab
  3. Enable Create Opportunities
  4. Save the appointment type
Every new booking now creates a CRM opportunity.

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How It Works

When a customer books an appointment:
  1. A new opportunity is created in CRM
  2. Customer contact information populates the opportunity
  3. Answers to appointment questions appear in Internal Notes
  4. The scheduled appointment links in the activity feed
  5. Salesperson assignment:
    • User-based appointments: The selected user becomes the salesperson
    • Resource-based appointments: The user who created the appointment type becomes the salesperson

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Viewing Generated Opportunities

To see opportunities from appointments:
  1. Navigate to CRM dashboard
  2. Remove any default filters
  3. Browse or search for opportunities
  4. Click an opportunity to open it
Opportunity details include:
  • Contact information from booking form
  • Question answers in Internal Notes tab
  • Linked appointment in activity feed
💡 Sales Follow-Up: Review appointment-generated opportunities before the scheduled meeting. Answers to questions provide context for personalizing the conversation and closing the deal.

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Best Practices

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Create Specific Appointment Types

Don’t use one generic appointment type for all purposes. Create targeted types for different scenarios (demos, consultations, support calls, interviews).

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Set Realistic Pre-Booking Times

Allow enough lead time for preparation. Sales demos might need 4 hours notice, while simple office hours could allow 30 minutes.

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Use Questions Strategically

Don’t overwhelm customers with too many questions. Limit to 3-5 essential questions that genuinely help you prepare.

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Provide Clear Introduction Messages

Set expectations about what the appointment covers, how long it lasts, and what customers should prepare.

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Configure Appropriate Reminder Times

Send reminders far enough in advance for customers to adjust schedules (24 hours) plus a last-minute reminder (1 hour).

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Enable Manual Confirmation for High-Touch Services

For expensive or complex services, require manual approval to ensure appointments align with capacity and expertise. Always enable “Create Opportunities” for sales-focused bookings. Never lose a lead from an appointment request.

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Adjust Scheduling Windows Seasonally

Update “Within a date range” settings for seasonal services or event-based offerings.

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Test the Booking Experience

Walk through the customer booking flow yourself. Ensure questions make sense, messages are clear, and confirmation emails are professional.

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Monitor Resource Utilization

Review resource booking patterns. If certain resources are always booked while others sit empty, adjust pricing, marketing, or capacity.
  • Calendar - Manage appointments in calendar view
  • CRM - Track opportunities from appointments
  • Website - Publish appointment booking pages
  • Sales - Sell paid appointment services

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Need Help?

Ask Your Knowlix:
  • “Create an appointment type for 30-minute product demos”
  • “Show me all appointments scheduled for tomorrow”
  • “Add a question to the Sales Consultation appointment asking about budget”
  • “Publish the Legal Consultation appointment type”
  • “Which meeting room has the most bookings this week?”
Contact Support: For questions about appointment configuration, CRM integration, resource management, or booking page customization, contact Knowlix support through the Help menu.