Calendars & appointments

Manage appointments with the list view in Leadgains

Use this how-to to manage appointments from Appointment List View: filter for relevant appointments, save recurring Smart Lists, customize columns, and quickly update appointment statuses.

Last updated: May 20, 2026 Estimated time: 5 minutes

Brief overview

Appointment List View shows appointments in a workable list instead of a classic calendar view. This is useful when you want to follow up, sort or check many appointments at the same time.

Smart Lists allow you to save filters, sorting and columns. For example, you can create a fixed list for upcoming appointments per employee, canceled appointments or appointments that still need to be followed up.

Step-by-step plan

Step 1 - Open Appointment List View

Open directly Appointment List View into app.ldgns.be, or use the left navigation to go to Calendars and click at the top Appointment List View to view appointments as a list instead of as a calendar block.

Open Appointment List View from Calendars — Open Calendars and choose Appointment List View at the top of the page.

Step 2 - Choose the correct appointment type

Use the appointment type at the top of the list to determine which appointments you see. Appointments are assigned their types based on the calendar they are booked in, such as Meeting, Service or Rental.

Select appointment type in Appointment List View — Choose the correct appointment type before reviewing filters or Smart Lists.

Step 3 - Use existing lists or create a Smart List

Use standard lists such as Upcoming, Cancelled and All for quick checks. Click + Smart list when you want to save your own list with fixed filters, sorting and columns.

Create Smart List in Appointment List View — Smart Lists save your chosen list configuration for later use.

Step 4 - Make a new appointment if necessary

Click +New Appointment to manually book an appointment from the list view. Then select the correct calendar, date, time and contact person.

Start new appointment from Appointment List View — Use New Appointment when you want to make an appointment for a contact yourself.

Step 5 - Open Customize List

Click Customize List to modify the current list. From this panel you can change the list name, set filters, choose sorting and manage columns.

Open Customize List in Appointment List View — Customize List is the configuration panel for your appointment list.

Step 6 - Set Advanced Filters

Use Advanced Filters to only show the appointments that are relevant to your workflow. For example, you can filter by status, employee, calendar, appointment date or contact details.

Advanced Set filters for appointments — Filters are combined, so that an appointment must meet all selected conditions.

Use +Add Filter to add multiple conditions. Then save the list as a Smart List if you need this selection more often.

Step 7 - Choose sorting and columns

Use Sort By to determine the order of the appointments, for example by appointment time or date added. Use Columns or Manage Columns to show, hide or rearrange fields.

Sort appointments in Appointment List View — Sort the list so that the most important appointments are at the top.

Manage columns in Appointment List View — Customize columns based on what your team needs to follow up on appointments.

Step 8 - Update status or appointment details

Use the status choice in the row to quickly mark an appointment as example Confirmed, Showed, No Show, Cancelled or Invalid. Open the three-dot menu for additional actions such as viewing details, editing, moving, or deleting.

Change appointment status from the list — Update appointment statuses directly from the list.

Use row actions to edit appointment details, move or delete — Use the three-dot menu for actions such as View Details, Edit, Reschedule or Delete.

First check the appointment type, Smart List, contact, date and calendar. A status change to No Show or Cancelled can move the opportunity to No Show or Cancel and start automatic follow-up. A status change to Showed or No Show updates the appointment status in Leadgains, but does not send an event update to associated external calendars.

Common problems

I don't see all the appointments.

Check the selected appointment type, active filters and the selected Smart List. An appointment can be hidden if it does not meet all filter conditions.

What is the difference between Calendar View and Appointment List View?

Calendar View is for viewing appointments by date and availability. Appointment List View is intended to manage, filter and track appointments in bulk.

What exactly does a Smart List store?

A Smart List saves the combination of filters, sorting, and columns so you can reopen the same work view later.

Why does my colleague have a different Smart List?

The visibility of Smart Lists may depend on permissions and account settings. Check user rights if lists are not visible to everyone.

Can I delete appointments from the list?

Yes, you can delete an appointment via the three-dot menu if you have permission to do so. Deletion is final, so first check contact, date and calendar.