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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:
ViewBest for
DayDetailed view of one day’s schedule
WeekSeeing the full week at a glance
AgendaA list of upcoming appointments
TeamComparing schedules across multiple employees

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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, 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

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Appointment statuses

Each appointment has a status that reflects where it is in its lifecycle:
StatusMeaning
PendingCreated via online booking, waiting for confirmation
ScheduledConfirmed and on the calendar
ConfirmedExplicitly confirmed by staff
DoneAppointment completed
CancelledAppointment was cancelled
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.

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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

SourceHow to import
ICS fileExport an .ics file from your calendar app and upload it to CalGest
Google CalendarConnect your Google account to import events directly
Apple CalendarExport events as an .ics file from Apple Calendar

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How to import

  1. Go to Settings or use the import option in the calendar toolbar
  2. Choose your import source (ICS file, Google Calendar, or Apple Calendar)
  3. Select which events to import
  4. Map event fields to CalGest appointment fields if needed
  5. Review and confirm the import
Imported appointments are marked with their source (Google, Apple, or ICS) so you can identify them later. Duplicate events are automatically detected based on their unique identifier.
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.