Schedule & Appointments

Manage appointments, schedules, and automatic reminders in Interflow.

Overview

The Interflow Schedule module allows you to manage appointments, consultations, and meetings integrated with customer service. With features like recurring appointments, automatic reminders, and AI integration, your team can offer a complete experience to customers.

Accessing the Schedule

1. In the main menu, click on Schedule ()
2. Choose the desired view (day, week, month)
3. Navigate between dates using arrows or the calendar

Managing schedules

Duplicate a schedule

Use a configured schedule as a template. The copy gets services, professionals, locations, hours, holidays, and notifications. Appointments are not copied.

1. Open Schedule → Schedules
2. On the card, click Duplicate schedule — or, inside the schedule, use the button next to edit and delete
3. Confirm or change the name (the default is {name} (copy))
4. The copy opens on the management screen

Organization flows stay the same: the new schedule only reuses the status and template links. Recurring series, reminders already sent, and agent actions tied only to the original schedule are left out.

Changelog: v2026.9.12

Locations and rooms

Turn on Use locations to register rooms, booths, or units. The location becomes the control center: hours, overlap, and the appointment depend on the room. The list card shows how many locations that schedule has.

Full guide: Locations and rooms

Schedule Interface

Available Views

View	Description
List	Appointments as cards, grouped by day
Day	Displays all appointments for a single day
Week	Displays 6-7 days with expanded view
Month	Monthly calendar with appointment summary

Column split

In List and Day views, you can split the screen into columns by professional, by schedule, or by location.

1. Open the view menu in the header
2. Choose By professional, By schedule, or By location
3. Check who (or which schedules/locations) should appear and confirm

The choice is saved in the browser. In the list, times line up on the same row across columns. With more than one column, cards become compact; on desktop, hover to see details and actions (confirm, start, cancel).

When status is Scheduled, you can also Start the appointment without confirming first.

Changelog: v2026.9.4

Who sees appointments

Anyone without the See all appointments permission sees only the bookings where they are the professional. The filter stays on My appointments. Owner, admin, and medical assistant still see the clinic schedule. Manager, agent, limited agent, sales, and doctor see their own.

To open the full schedule for someone in a group, check See all appointments on the member’s permissions, on the group tab. The group still applies to everything else.

Changelog: v2026.10.24

Keyboard Shortcuts

Shortcut	Action
← →	Navigate between days
T	Go to today
N	New appointment
Esc	Close modal

Creating Appointments

Manual Appointment

1. Click on the desired time slot, or click "New"
2. Fill in the fields:
   • Customer: Search or create new
   • Service: Select service type
   • Professional: Who will attend
   • Location: Room or unit (required if the schedule uses locations)
   • Date and Time: When the appointment will be
   • Duration: Estimated time
   • Notes: Internal notes
3. Click "Save"

Call on WhatsApp

When editing the schedule, turn on Direct customer WhatsApp. The list, the calendar, and the appointment actions menu then show Call on WhatsApp. The click opens personal WhatsApp on the saved number, with Hello, {name} already filled in. It does not go through the support channel.

The number must include the country code. Without a valid phone, the button stays hidden.

Appointment via Flow

Configure automated flows to allow customers to schedule directly via WhatsApp or other channels. The AI can:

• Check available times
• Confirm date and time
• Send automatic confirmation

Use the AI Agent node with the scheduling tool to offer a complete conversational experience.

Recurring Appointments

Create appointments that repeat automatically.

How to Create

1. When creating an appointment, enable "Recurring"
2. Configure recurrence:
   • Frequency: Daily, Weekly, Biweekly, Monthly
   • Days of week: For weekly recurrence
   • End: After X occurrences or specific date
3. Click "Create"
4. All occurrences are created automatically

Managing Recurrences

Action	Behavior
Edit single	Changes only selected occurrence
Edit all	Changes all future occurrences
Delete single	Removes only one occurrence
Delete all	Removes entire series

Move appointments between schedules

When editing an appointment (one-off or recurring), the Schedule field lets you move the booking to another schedule without deleting and recreating it.

1. Open the appointment and choose the new Schedule
2. Select Service and Provider again from the destination schedule
3. Save
4. If it is recurring, choose the scope: this only, this and future, or all

History, chat, and other appointment links remain intact.

Meeting link

On a saved appointment, Create meeting link opens a menu.

1. If the schedule has a Google Calendar chosen under Google Calendar for this schedule, Create Meet creates the meeting on that account, stores the link, and sends it in the linked conversation
2. Without that account, the menu offers Google Meet, Zoom, Teams, or other. The tool opens in a tab and the field takes the URL
3. After pasting, choose Save and send or Save only
4. Without a linked conversation, the link stays saved so you can copy it
5. Create Google Meet when the appointment is created only shows when that schedule's Google Calendar is selected
6. In message templates, inserts the address

Editing or rescheduling does not create another meeting.

Automatic Reminders

Configure automatic messages to remind customers of their appointments.

Configuration

1. Go to Settings → Schedule
2. Locate "Automatic Reminders" section
3. Enable desired reminders:
   • 48 hours before
   • 24 hours before
   • 2 hours before (optional)
4. Customize message template
5. Save settings

Notification template variables

Variable	Content
	Customer name
/	Tax ID
	Email
	Phone
	WhatsApp
	Full address
	City
	State
	ZIP / postal code
	Provider
	Service
	Schedule
	Date
/	Start time
	End time
	Organization

Hello, {{name}}!

Reminder of your appointment:

Date: {{date}}
Time: {{hour}}
Service: {{service}}
Provider: {{provider}}

Document: {{document}}
Contact: {{phone}}
Address: {{address}}

Reply "YES" to confirm.
Reply "RESCHEDULE" to change the time.

Behavior

• Sent only for confirmed appointments
• Does not send if cancelled
• Respects configured business hours
• Events logged for reports

AI Integration

Conversational Scheduling

AI can manage appointments naturally:

1. Check availability: "What times are available for tomorrow?"
2. Create appointment: "I want to book for Thursday at 2pm"
3. Reschedule: "I need to change my appointment to next week"
4. Cancel: "I need to cancel my appointment"

AI Respects Time-offs

AI automatically:

• Does not offer times during time-off periods
• Does not allow creating appointments on blocked days
• Explains to customer reason for unavailability
• Automatically suggests available alternative dates

Import Events

Import from Google Calendar

1. Export from Google Calendar (.ics file)
2. In Schedule → New → Import Events
3. Select the file
4. Configure date filter (optional)
5. Select schedule and professional
6. Click "Process File"
7. Map services and status for each event
8. Click "Import Events"

Appointment Status

Status	Color	Description
Pending	Yellow	Awaiting confirmation
Confirmed	Green	Customer confirmed
In progress	Blue	Service started
Completed	Gray	Service finished
Cancelled	Red	Cancelled
No-show	Black	Customer didn't show

Mobile App

Android Features

• 6-7 day week view
• Week starting on Sunday
• Create and edit events
• Protection against accidental gestures
• Reminder notifications

Status automations

Besides reminders and notification templates (customer-facing), each schedule can have silent flows — internal automations that run in the background when status changes.

Feature	Customer communication	Where to configure
Notification templates	Yes	Notifications tab
Silent flows	No	Silent flows tab

Full guide: Silent flows by status

Push reminders for the team

Automatic alerts in the app and web for the provider and selected users before each appointment — separate from WhatsApp/email reminders sent to the customer.

Feature	Recipient	Channel	Where to configure
Push reminders	Provider + notified users	App and web	Schedule form
Templates / customer reminders	Customer	WhatsApp, email	Notifications tab

Full guide: Push reminders

Next Steps

• Locations and rooms — rooms and units with their own hours and occupancy
• Push reminders — internal alerts before appointments
• Silent flows by status — internal automations on each status change
• AI Agents — Configure AI for scheduling
• Flow Builder — Automate scheduling process
• Reports — Scheduling metrics