Calendars & appointments

Make an appointment from the calendar tab

Use this how-to when you're from Calendars would like to schedule an appointment for a contact yourself. Are you already working in a conversation? Then use the separate manual Make an appointment from Conversations.

Last updated: May 23, 2026 Estimated time: 7 minutes

Brief overview

From the calendar tab you can visually choose a free moment and immediately make an appointment. This is useful when you need a calendar overview, want to check an employee calendar or want to place an appointment directly in the calendar.

The appointment module then asks for the same basic information: calendar, contact, date, time, title and location. If you want to book the appointment while you are already chatting with someone, follow Make an appointment from Conversations.

Supplies

An existing contact for whom the appointment is made.
The right calendar or team member calendar.
The desired date, time, duration and location of the appointment.
A meeting link or address when using a custom location.

Always check that you are working in the correct account and on the correct calendar. An appointment in the wrong calendar can cause reminders, workflows or availability to be incorrect.

Step-by-step plan

Step 1 - Open Calendars

Open directly Calendars into app.ldgns.be, or click on the left in Leadgains Calendars. Then open Calendar View.

Make an appointment from Calendar View — Use Calendar View when you want to immediately choose a free moment in the agenda.

Step 2 - Start a new appointment

Click +New or click directly on the desired time slot in the calendar. Use +New if you first want to fill in all appointment details. Click on a time slot if you already know when the appointment should take place.

Check at the top that you are looking at the correct calendar or employee before choosing a time slot.

Step 3 - Select calendar and contact

In the appointment module, choose which calendar should be used. Then find the right contact and check whether the appointment is linked to the right person.

Select calendar and contact in the appointment module — Select the correct calendar and contact before filling in the details.

Step 4 - Fill in the appointment details

Enter a clear title and choose date, start time and end time. Also check the location. Use a default location when available, or choose a custom location for things like a Zoom link, Teams link, or physical address.

Fill in appointment details with date, time and location — Enter title, date, time and location for the appointment.

Pay extra attention to the time zone when your contact or team member works in another region. Leadgains shows time zone information in the appointment module.

Step 5 - Block out alone time when you don't make an appointment

Use Blocked Off Time only when you want to block availability, for example for breaks, training, leave or internal consultation. This does not create a customer appointment, but does prevent new appointments from being booked in that period.

Set Blocked Off Time in Leadgains — Blocked Off Time blocks new bookings, but does not delete existing appointments.

Step 6 - Save the appointment

Check all details one last time and click Save or the relevant save button. The appointment will then appear in the chosen calendar and on the linked contact form.

Common problems

I don't see the appointment in the calendar.

Check whether you are viewing the correct calendar and whether any filters are active in Calendar View. Also look at the contact sheet at Appointments.

I want to book from a conversation.

Then use the separate SOP Make an appointment from Conversations. This page is specifically about making appointments from the calendar tab.

The appointment is with the wrong contact.

Open the appointment details and check which contact is linked. Please reschedule if the wrong contact form was used.

The desired time slot is not available.

Check the availability of the calendar, any conflict calendars, existing appointments, buffers and blocked-off time.

Can I make an appointment for another employee?

Yes, as long as you have access to that employee's calendar. Select the correct calendar or team member in the appointment module.

Does blocked-off time delete existing appointments?

No. Blocked-off time prevents new bookings during that period, but existing appointments remain in place.