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Dealer Funnel gives you two ways to schedule an appointment: directly from a lead’s conversation while you’re actively engaged with them, or from the Appointments page when you’re organizing your team’s schedule in bulk. Either way, the appointment is linked to the lead’s record so all context stays in one place. Once an appointment is set, Dealer Funnel can automatically send the lead a confirmation message — no manual follow-up needed on your part.

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Set an Appointment from a Conversation

Setting an appointment while you’re already talking to a lead is the fastest way to lock in a time and immediately confirm it with them. Follow these steps:
1

Open the lead's conversation

Navigate to the Conversations section and click the conversation with the lead you want to schedule.
2

Click the appointment icon

In the lead detail panel on the right side of the screen, click the calendar icon to open the appointment scheduler. If an appointment already exists for this lead, you’ll see it listed here.
3

Choose an appointment type

Select the type of appointment from the dropdown. Options include:
  • Sales Visit
  • Test Drive
  • Service
  • Phone Call
  • Other
Choose the type that best matches what you’ve arranged with the lead.
4

Select the date and time

Use the date picker to choose the appointment date, then select the time from the available time slots. Times reflect your dealership’s configured business hours.
5

Add optional notes

Use the Notes field to record any relevant details — for example, the vehicle the lead is interested in, any special requests, or context from the conversation. These notes are visible to your team but are not sent to the lead.
6

Click Set Appointment

Click Set Appointment to save. The appointment is now linked to the lead’s record and will appear on the Appointments page and calendar.
7

Confirmation is sent automatically

If automatic confirmations are enabled in your settings, Dealer Funnel immediately sends the lead an SMS (and email, if configured) confirming their appointment details. You don’t need to send a separate message.

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Set an Appointment from the Appointments Page

If you’re planning ahead or scheduling on behalf of another agent, you can create appointments directly from the Appointments page without needing to open a conversation first.
1

Go to the Appointments page

Click Appointments in the left navigation menu.
2

Click New Appointment

Click the New Appointment button in the upper-right corner of the page.
3

Search for the lead

In the lead search field, type the lead’s name or phone number. Select the correct lead from the results. If the lead doesn’t appear, verify that they exist in your account under Conversations.
4

Fill in the appointment details

Complete the appointment form:
  • Appointment Type — select the type of visit
  • Date and Time — choose when the appointment will occur
  • Assigned Agent — assign the appointment to yourself or another team member
  • Notes — add any internal notes relevant to the visit
5

Click Save

Click Save to create the appointment. It will appear in the table view and on the calendar immediately.
Appointments created from the Appointments page still trigger automatic confirmation messages to the lead, as long as confirmation automation is enabled in your settings.

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Edit an Appointment

Plans change — when they do, updating an appointment in Dealer Funnel takes just a few clicks.
  1. Find the appointment in the table view or calendar view on the Appointments page.
  2. Click the appointment row (table) or event block (calendar) to open the appointment details.
  3. Click Edit.
  4. Update any fields — date, time, type, assigned agent, or notes.
  5. Click Save to apply your changes.
Editing an appointment does not automatically notify the lead of the change. If you reschedule to a new date or time, send the lead a manual message or update the appointment status to Rescheduled to trigger any configured follow-up.

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Update Appointment Status

Keeping appointment statuses current is essential for accurate reporting and for triggering automated follow-up messages. Update the status as soon as you know the outcome.
  1. Open the appointment from the table or calendar view.
  2. Click the Status dropdown.
  3. Select the appropriate outcome:
    • Showed — the lead came in as scheduled
    • No-Show — the lead did not arrive
    • Rescheduled — the appointment was moved to a new time
    • Cancelled — the appointment will not take place
  4. Click Save.
Marking an appointment as No-Show triggers any automated no-show follow-up message you have configured. Make sure the status is correct before saving, as the message sends immediately.

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Bulk Status Updates

When you need to update multiple appointments at once — for example, after a busy Saturday — use the bulk update feature to save time.
  1. On the Appointments page, check the boxes next to the appointments you want to update.
  2. Click Bulk Update in the toolbar that appears at the top of the table.
  3. Select the status to apply to all selected appointments.
  4. Confirm the update.

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Export Appointment Data

Download your appointment data as a CSV file for use in external reports or management reviews.
  1. On the Appointments page, apply any filters you want (date range, status, agent) to narrow the export.
  2. Click Export in the upper-right area of the page.
  3. Dealer Funnel generates a CSV file containing all visible appointment records, including lead name, appointment type, date/time, status, and assigned agent.
Give leads the ability to self-schedule by sharing your dealership’s public booking link. When a lead books through the link, the appointment is automatically created in Dealer Funnel and linked to their record. To find or configure your booking link:
  1. Go to Settings in the left navigation.
  2. Click Appointment Link (or Dealership Profile, depending on your account setup).
  3. Copy the booking link and share it via text, email, or your website.
Include your booking link in your email signature or as part of your initial outreach message so leads can schedule on their own time — even outside business hours.