Creating Appointments with Multi-Employee Assignment

From quick client check-ins to full-day walkthroughs, appointments keep your team coordinated and your clients informed. BuilderMate lets you assign multiple employees to a single appointment, track confirmations, and record outcomes — all in one place.

Who Can Access This

Admin, Team Member, and Field User can create and manage appointments.

Creating a New Appointment

1. From the Schedule page, click "New Appointment" (or click directly on a time slot in the calendar to pre-fill the date and time).
2. Fill in the appointment details:

Basic Information

• Title — Give it a clear name, like "Site Visit - Smith Remodel" or "Estimate - Johnson Kitchen".
• Meeting Type — Select from your configured types (e.g., Estimate, Follow-up, Site Visit, Final Walkthrough). These are configurable in Settings > Configuration > Schedule Settings.
• Client — Search and select a client. This links the appointment to their lead or client record.
• Location — Enter an address or description of where the appointment takes place.
• Description — Add any additional notes, special instructions, or context for the team.

Date and Time

• Date — Use the date picker.
• Start and End Time — Set both using the time selectors.
• All Day — Toggle this on for events that don't have a specific time, like a full-day job site presence.

Assigning Employees

• Assigned Employee(s) — Select one or more team members. When multiple employees are assigned, one is marked as Primary (the main person responsible) and others are additional attendees.

This multi-employee assignment is great for situations where an estimator needs a project manager present, or when two crew members need to be on-site together.

Reminders

• Reminder — Set whether to send automated reminders to assigned employees before the appointment. Reminder timing and delivery methods are configured globally in Settings > Configuration > Schedule Settings.

3. Save the appointment.

Confirmation Tracking

Before the appointment date, you can track whether the client has confirmed:

1. Open the appointment.
2. Mark it as Confirmed.
3. Record the confirmation method: SMS, Email, Phone, or Other.
4. The date and time of confirmation are recorded automatically.

This is a simple but valuable step — it cuts down on no-shows and gives your team confidence before they drive across town.

Meeting Outcomes

After an appointment is completed, the assigned employee can submit a meeting outcome. This records what happened during the appointment and can trigger lead status automations.

For example, if a meeting type is "Estimate" and the outcome is "appointment completed without estimate," BuilderMate can automatically update the lead status based on your configured automations. This keeps your pipeline accurate without manual status updates.

Editing and Deleting Appointments

• Edit — Open any appointment and modify the details as needed.
• Delete — Remove an appointment that's been cancelled or created in error.

Appointment Update Notifications

When an appointment is modified (time change, reassignment, etc.), BuilderMate can notify the assigned employees. Configure the notification method in Settings > Configuration > Schedule Settings:

• Email
• SMS
• Both
• None

Good to Know: Meeting types are fully customizable. If your company does specific kinds of appointments — like "Pre-Construction Meeting" or "Warranty Inspection" — you can add those in Settings > Configuration > Schedule Settings so they appear in the Meeting Type dropdown.

Related Articles

• Using the Calendar — Views and Filters
• Appointment Reminders and Google Calendar Sync
• Tracking Lead Activities