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Manage appointments manually

Create, move or cancel an appointment, with confirmation by text and email.

Role : ManagerDuration : 4 minOn : Web, Mac

Before you start

Step by step

6 steps, about 4 min
  1. 1

    Open the appointments

    10 s

    In Calendars, click the Appointments tab. All your appointments are there: those booked by your AI agents and those created manually.

    Administration/Calendars/Appointments

    Open this screen in Callizy
  2. 2

    Create an appointment

    30 s

    Click New appointment. Choose the Calendar, then the Appointment type: Phone, In person or Video. In person, add the Address.

  3. 3

    Enter the client

    30 s

    Client name and Phone are required. The email is optional, except for a video call.

  4. 4

    Choose the date and time

    30 s

    Date, Time, from 07:00 to 20:45 in quarter hours, and Duration, from 15 min to 2 h. Add Notes (optional) if needed.

  5. 5

    Let the client know

    20 s

    Under Client notifications, turn on SMS confirmation, Email confirmation, or both: they are off to start. Click Create appointment.

  6. 6

    Move or cancel

    1 min

    Hover over the appointment’s line. The pencil opens Edit appointment: name, phone, email, date, time, duration and notes, then Save. The trash can opens Cancel appointment: click Cancel appointment again to confirm.

Key points

  • The confirmation text and email only go out at creation. Nothing goes out when you move or cancel: let the client know yourself.
  • The confirmation text and email are written in French.
  • Callizy does not send a reminder before the appointment. To confirm tomorrow’s appointments, see Confirm tomorrow’s appointments.
  • A change made directly in Google, Microsoft, Square or Wix does not come back to Callizy. Move and cancel in Callizy.
  • With Square or Wix, the time must be a free slot of your service, and the duration is the service’s.

Settings

You can change them at any time, without reconnecting anything.

The number that sends the text
With several numbers, a choice appears next to SMS confirmation. The main number comes first.
What the client receives
The text: your appointment is confirmed, the date, the time and the company’s name, with the address or the video link. The email: the type, the date, the time, the duration and the place, with a file to add the appointment to their calendar.
Video calls
The Google Meet or Microsoft Teams link is only created with a Google or Microsoft 365 calendar. No video with a personal Microsoft account.

Not working?

Callizy shows “Slot unavailable”
  1. This time slot is already booked in the calendar: choose another time.
Callizy shows “No calendar connected”
  1. In the Calendars tab, click Connect a calendar. The New appointment button then turns on.
Callizy shows “Invalid format. Example: +1 514 555-1234 or 514-555-1234”
  1. Enter 10 digits, or the number in international format.
Callizy shows “Please fill in all required fields”
  1. Fill in Client name and Phone.
  2. Check the email: a misspelled address also shows this message.
Callizy shows “The video link could not be generated. This Microsoft account does not have a Teams license.”
  1. The appointment is created, without a video link.
  2. With Microsoft 365, the account needs a Teams license.
  3. With Square or Wix, there is no video link: choose Phone or In person.
Callizy shows “Error”
  1. With Square or Wix, choose a time that is a free slot of your service.
  2. Otherwise, try again in a moment.

Frequently asked questions

Does the client get an invitation in their calendar?
No Google or Microsoft invitation. With Email confirmation, they get an email with a file to add to their calendar.
Can I edit an appointment booked by the AI agent?
Yes, like the others: the pencil to edit it, the trash can to cancel it.
Does a cancelled appointment disappear?
From your calendar, yes. In Callizy, it moves to Cancelled and stays under the Cancelled filter.
Who sees this screen?
The account owner and the managers.

Updated October 29, 2026

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