Appointments

Scheduling · Invitations · Responses

Appointment Management

Schedule meetings, interviews, and briefings with your talents. An admin creates the appointment, picks who to invite, and every invited talent receives it on the mobile app, where they can accept or decline.

Targeted invitations

Pick talents with the same filters as the Talents database.

Capacity control

Set a maximum number of talents; spots fill as talents accept.

Instant delivery

Email with a calendar invite plus an in-app notification.

Key Features

Everything you need to schedule with talents.

📅

Date & Time Slot

Choose the appointment date with a start and end time.

📍

On-site or Online

Share an address or room, or a meeting link for online sessions.

🔍

Filtered Talent Picker

Search and filter talents, then select one, a page, or every match.

👥

Maximum Talents

Limit how many talents can confirm. Leave empty for unlimited.

📧

Email & Notification

Each talent gets an email with a calendar (.ics) file and an app notification.

✅

Accept or Decline

Talents answer from the mobile app and admins see every response.

Admin: Create an Appointment

Demo from the web dashboard.

This video shows an admin creating an appointment from the dashboard: filling in the details, choosing the date, time, and location, setting a talent limit, selecting the talents to invite, and sending the invitations.

Creating an Appointment

Step-by-step for admins.

Open Appointments from the dashboard menu and click Create Appointment.
Enter a Title and, optionally, a description with the agenda or what talents should bring.
Pick the Appointment Date, Start Time, and End Time.
Choose the Location Type: On-site (enter an address or room) or Online (enter a meeting link).
Optionally set Max talents and decide whether the appointment is hidden or shown as Fulfilled once full.
Add optional Notes.
In Invite talents, search or open Filters, then tick the talents you want. Use Select all matching to pick every talent that fits the filters across all pages.
Click Create & Invite. The invitations are queued and sent to every selected talent.

Appointment Fields

What each field does.

Field	Required	Description
Title	Yes	Name of the appointment shown to talents
Description	No	Rich-text details such as agenda or what to bring
Date, Start Time, End Time	Yes	When the appointment takes place
Location Type & Location	Yes	On-site address or room, or an online meeting link
Max talents	No	Capacity counted on accepted talents. Empty means unlimited
Hide from app when full	No	Off: stays visible and shows as Fulfilled. On: disappears for talents without a spot. Needs Max talents
Notes	No	Internal or extra notes saved with the appointment
Invited talents	Yes	At least one talent must be selected to create the appointment

Talent: Receive, Accept or Decline

Demo from the mobile app.

This video shows the talent side: receiving the appointment invitation in the mobile app, reviewing its date, time, and location, and accepting or declining it.

How Talents Respond

What talents see and do.

The talent receives an email with a calendar (.ics) attachment and an in-app notification.
The appointment appears in the Appointments list of the mobile app. Only scheduled appointments they were invited to are shown.
The talent opens it to see the full details: description, date, time, location or meeting link.
The talent taps Accept or Decline. They can change their answer later while spots remain.

When the appointment has a talent limit and it is full, new acceptances are refused with the message "This appointment is already full." Talents who already hold a spot keep it.

Talent Response Statuses

Shown for every invited talent.

⏳

Pending

The invitation was sent and the talent has not answered yet.

✅

Accepted

The talent confirmed. Accepted talents count toward the maximum.

❌

Declined

The talent cannot attend. This does not use a spot.

🙋

Attended / Absent

Recorded after the appointment to show who actually came.

Best Practices

Get better response rates.

Practice	Recommendation
Clear titles	Use a title that states the purpose, for example "Hostess interview".
Invite more than you need	Some talents decline, so invite more talents than the maximum and let spots fill as they accept.
Exact location	Give the full address or room, or a working meeting link.
Use filters	Filter by profession, status, or other criteria so only suitable talents are invited.

Troubleshooting

Common issues and solutions.

Issue	Fix
Create & Invite button is disabled	Select at least one talent to invite.
Fields are highlighted in red	Fill in the title, date, start time, end time, and location. Max talents must be at least 1.
Talent cannot accept	The appointment is full. Increase Max talents or invite others.
Talent cannot see the appointment	They must be invited, and the appointment must be scheduled. Full appointments set to hidden are not shown to talents without a spot.
Talent did not get the email	Check the talent's email address and spam folder. The in-app notification is sent as well.