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The Agenda is the main screen in CalGest. It shows your team’s schedule and lets you create and manage appointments.

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Calendar views

Switch between views depending on what you need:

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Creating an appointment

1

Pick a time slot

Click on an empty time slot in the calendar, or use the + New button.
2

Fill in the details

  • Customer — select an existing customer or create a new one
  • Employee — assign a staff member
  • Appointment type — categorize the appointment (optional, depends on your settings)
  • Date and time — adjust if needed
  • All-day — toggle this on for appointments that span the entire day (no specific time)
  • Location — select a location if applicable
  • Notes — add any relevant details
3

Save

Click Save to create the appointment. It appears on the calendar immediately.

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All-day appointments

All-day appointments appear at the top of the day view in a dedicated banner. They’re useful for:
  • Multi-day events (conferences, training sessions)
  • Holidays or time-off markers
  • Reminders that don’t need a specific time
If your organization has custom fields set up for appointments, you’ll see additional fields in the appointment form. See Custom fields for details.

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Editing an appointment

Click on any appointment in the calendar to open its details. From there you can:
  • Update the customer, employee, or appointment type
  • Change the time or date
  • Edit notes and custom fields
  • Add attachments (images, videos, PDFs)

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Rescheduling

There are two ways to reschedule:
  • Drag and drop — grab the appointment and move it to a new time slot
  • Resize — drag the bottom edge of an appointment to change its duration
  • Edit — open the appointment and change the date/time manually
On mobile, tap an appointment before dragging or resizing it. Gesture editing is available for non-recurring appointments only.

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Appointment statuses

Each appointment has a status that reflects where it is in its lifecycle: You can change the status from the appointment detail view or by right-clicking on an appointment.

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Filtering

Use the filter bar above the calendar to narrow down what you see:
  • By employee — show only one person’s schedule
  • By appointment type — filter by service category
  • By customer — find a specific customer’s appointments
  • By location — show appointments at a specific location

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Attachments

You can attach files to an appointment — useful for consent forms, photos, reference images, or documents. Open the appointment and use the attachment section to upload files.
Attachment size limits depend on your plan. Check Settings > Usage to see your current limits.
Appointment attachments are currently uploaded and managed on the web dashboard. Supported uploads are images, videos, and PDFs; SVG images are blocked. The maximum size is 50 MB on Solo and 100 MB on Team.

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Importing appointments

CalGest can import appointments from external calendars. This is useful when migrating from another system or syncing events from your personal calendar.

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Supported formats

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How to import

  1. Go to Settings > General and open calendar import
  2. Connect Google Calendar, or upload an ICS export from Google Calendar, Apple Calendar, Outlook, or another calendar app
  3. For an ICS file, select the events you want to import; for Google, choose one calendar
  4. Optionally choose one appointment type and location to apply to all imported events
  5. Review and start the import
Google Calendar imports events from the previous year through the next year. Google and ICS imports skip events whose source identifier has already been imported.
Use the search bar at the top of the dashboard to quickly find appointments, customers, or employees. Type a name, phone number, or keyword to see matching results across your organization. On mobile, tap the search icon on Schedule. Results appear after three characters and are grouped into appointments, customers, and employees.