Appointment requests
Review, accept or reject incoming appointment requests
→ Open appointment requests in SimpliServ
When customers choose a slot via a form with an appointment field, it does not land immediately as a fixed appointment in the calendar but as an appointment request in this queue. Here you review each request and decide whether it becomes a real calendar appointment.
You reach the requests via Organisation → Appointment requests. Once there are open requests, the menu item shows a number as a badge – so you can see at a glance how many are still unanswered.
How requests arise in the first place (an appointment field in the form, free slots, seats per slot) is explained in the calendar guide: Calendar & appointments. This page focuses on handling the incoming requests.
The list
Each row is an incoming request. The following columns are available:
- Name – first and last name from the form
- Email – the contact address for the reply (can be shown/hidden)
- Phone – if given in the form (can be shown/hidden)
- Requested time – the slot chosen by the customer (date + time)
- Status – the current handling state as a coloured label
You can sort by Name, Requested time and Status.
Status of a request
| Status | Meaning |
|---|---|
| Open | Newly received, not yet answered. Only these count for the badge in the menu. |
| Accepted | You accepted the request – a calendar appointment was created. |
| Rejected | You rejected the request. No appointment is created. |
| Cancelled | The request is considered no longer active. |
As long as a request is Open, the requested slot blocks no seat in the calendar. Only on accepting is the appointment created and a booking slot occupied. So you can decide calmly whom to accept without other seats being blocked.
Accept a request
Find the request in the list
You recognize open requests by the Open status and the action buttons in the row.
Click Accept
SimpliServ automatically creates a calendar appointment:
- Title from the request – otherwise "Appointment – Request #…"
- Time from the requested time (start/end)
- Category from the request – otherwise the first configured calendar category
- Status = the category's default status (otherwise the general default calendar status)
- Customer is – if identifiable from the given data – linked automatically
The request's status switches to Accepted.
Jump straight to the appointment
After accepting, SimpliServ opens the newly created appointment directly in the calendar. There you can assign staff, add the location or add notes.
On accepting, the customer – if a valid email address is stored – automatically receives a confirmation email. You control the text via the email templates.
Reject a request
If the requested time doesn't fit, click Reject in the row. The request switches to Rejected, no appointment is created, and the customer – if a valid email address is stored – automatically gets a rejection email (also controllable via the email templates).
Accept and Reject are only available for open requests. An already-answered request can't be reconsidered – if needed, create the appointment directly in the calendar or edit the existing one.
Delete a request
With Delete you remove a request entirely from the list. This is possible regardless of status and useful for tidying up old or duplicate entries. An already-created calendar appointment is unaffected – only the request entry disappears.
Permissions
The queue shares its permission with the calendar: whoever may View calendar also sees and handles appointment requests. More on roles under Users & roles.
Related topics
- Calendar & appointments — how requests arise and where accepted appointments go
- Building forms — the appointment field in the form that triggers requests
- Email templates — adjust the texts for confirmation and rejection emails
- Users & roles — control the "View calendar" permission
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