Conversations & appointments

Make an appointment from Conversations

Use this SOP if you want to immediately book, reschedule, cancel or put an appointment on No show during a conversation.

Last updated: May 23, 2026 Estimated time: 6 minutes

Brief overview

Open the correct contact via Conversations into app.ldgns.be. In the right sidebar open Appointments via the calendar icon and click on +Add or Add Appointment.

In the appointment widget you choose the calendar, title, date, time slot and meeting location. After booking, you will see the appointment in the Appointments panel and a notification will also appear in the conversation timeline.

From the same panel you can reschedule the appointment later or change the status to, for example Cancelled or No show. Only use those statuses when the appointment outcome is really correct, because they can trigger follow-up and opportunity updates.

Video explanation

View the walkthrough to see how to open the Appointments panel, book an appointment, and then adjust the appointment status.

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Step-by-step plan

Step 1 - Open Appointments in the conversation

Go to Conversations, open the correct contact and right click on the calendar icon to Appointments to open. Then click +Add top or on Add Appointment in the empty panel.

Open the Appointments panel from Conversations and choose Add Appointment — Open the Appointments panel from the right sidebar and start the new appointment there.

Step 2 - Fill in the appointment widget

Choose the right one first Calendar. Then check the Appointment title; you can use fixed text or enter a contact value such as the name of the contact.

Choose at Date & time an available time slot via Default. If you deliberately want to book outside the available calendar settings, use Custom and choose the start and end time yourself.

Late Meeting location usually up Calendar default stand. Only add a custom meeting location when this specific appointment requires a different location or link. Then click Book appointment.

Book appointment window with calendar title date time slot meeting location and Book appointment button — Check calendar, title, date, time slot and meeting location before booking.

Consciously book in the correct calendar. The chosen calendar often determines which reminders, follow-up and availability apply.

Step 3 - Check if the appointment has been booked

After booking, the appointment is shown on the right Upcoming. You see the title, the moment, the status, the meeting location and the calendar. A system message will also appear in the conversation timeline that the appointment has been created.

Call timeline and Appointments panel with booked appointment — The appointment appears in both the Appointments panel and the conversation timeline.

Step 4 - Reschedule if necessary

Open the appointment via the three dots or via Details and choose Edit. Fit in Date & time the date or end and click Save. Leadgains then registers that the appointment has been updated.

Edit details panel with date and slot choice to reschedule an appointment — Choose a different slot or use Custom when you deliberately work outside the standard slots.

Step 5 - Adjust the appointment status correctly

Open the appointment details and use at the bottom Status to mark the appointment as Confirmed, Cancelled, Showed, No show or Invalid. Save the change.

Status menu in appointment details with Confirmed Cancelled Showed No show and Invalid — Use the status that corresponds to what actually happened with the appointment.

Set up an appointment alone Cancelled if the person has canceled. Set up an appointment alone No show if the person has not shown up at the appointment time.

Step 6 - Pay attention to automatic pipeline connection and follow-up

A status change can become visible in the timeline. Set up the appointment No show, then the opportunity moves to No Show. If you cancel the appointment, the opportunity will move to Cancel. This also works the other way around: if you move the opportunity to No Show or Cancel, the linked appointment status is automatically updated.

From No Show or Cancel can start automatic follow-up to book an appointment again.

Conversation timeline with appointment update and automatic no-show message — After a status change, check whether the timeline and any follow-up are logical.

Step 7 - Use the same tab from Contacts as well

You can do the same Appointmentsinformation can also be found via the contact sheet. Open the contact, go to the Appointments tab and check the current and past appointments there.

Common problems

I don't see the Appointments panel.

Check whether you are in the conversation of the correct contact and click on the calendar icon on the right. The panel opens on the right side of Conversations.

The desired time slot is not in the list.

First check whether the correct calendar has been selected. If the moment is deliberately out of availability, use it Custom to choose the start and end time yourself.

Which meeting location should I choose?

Use normally Calendar default. Choose alone Custom when this appointment requires a different location, link or address.

After No show, the contact automatically received a message.

That may be normal behavior when the no-show follow-up is active. The appointment status No show also sets the opportunity to No Show. Use No show therefore only if the contact really did not show up.

I also want to stop automatic follow-up after the appointment change.

Changing an appointment status is not the same as deleting follow-up. If you want to prevent the contact from receiving automatic follow-up or appointment reminders, use the SOP Remove someone from follow-up.

I want to manage or filter appointments in bulk.

Use the SOP for this Manage appointments with the list view. This page is specifically about working from Conversations.