> ## Documentation Index
> Fetch the complete documentation index at: https://docs.dealerfunnel.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Schedule, Edit, and Track Appointments in Dealer Funnel

> Learn how to set, edit, and manage lead appointments from the conversation view or the Appointments page, and share a booking link with leads.

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.

## 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:

<Steps>
  <Step title="Open the lead's conversation">
    Navigate to the **Conversations** section and click the conversation with the lead you want to schedule.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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.

<Steps>
  <Step title="Go to the Appointments page">
    Click **Appointments** in the left navigation menu.
  </Step>

  <Step title="Click New Appointment">
    Click the **New Appointment** button in the upper-right corner of the page.
  </Step>

  <Step title="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**.
  </Step>

  <Step title="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
  </Step>

  <Step title="Click Save">
    Click **Save** to create the appointment. It will appear in the table view and on the calendar immediately.
  </Step>
</Steps>

<Info>
  Appointments created from the Appointments page still trigger automatic confirmation messages to the lead, as long as confirmation automation is enabled in your settings.
</Info>

## 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.

<Note>
  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.
</Note>

## 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**.

<Warning>
  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.
</Warning>

## 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.

## 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.

## Share Your Booking Link

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.

<Tip>
  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.
</Tip>