Book appointments with clients directly from their contact record — no back-and-forth required. From any contact record in your CRM, you can either book an appointment on the spot by selecting a date and time yourself, or send the contact a scheduling link so they can choose their own time. This article covers both methods and explains what you need to have set up before booking.

Why Booking from a Contact Record Saves Time

When you are already reviewing a contact's history — checking past emails, notes, or previous appointments — switching to a separate tool to schedule a meeting breaks your workflow. Booking directly from the contact record keeps everything in one place. You can see the contact's full history, choose the right appointment type for their situation, and either lock in a time immediately or send them a link to self-schedule, all without leaving the contact record.

For high-value clients or prospects you are actively working with, booking on the spot — rather than sending a link and waiting — reduces scheduling delays and shows a higher level of personal attention. The send invite option works best when the contact needs flexibility to choose their own time from your available slots.

Requirements Before Booking an Appointment

Before you can book an appointment from a contact record, the following two items must be set up in your account:

1. A connected calendar — either Google Calendar or Outlook Calendar. Your calendar connection determines your available appointment slots and prevents double-booking.
2. At least one appointment type and booking page created in your account. Appointment types define the duration, name, and availability for each type of meeting you offer.

How to Book an Appointment Immediately from a Contact Record

Use the Book now option when you want to select the appointment date and time yourself and confirm the booking immediately — for example, when you are speaking with the client directly and want to lock in a time on the spot.

1. Click Contacts in the left-hand navigation. Then click People from the Contacts submenu. Click the name of the contact you want to meet with to open their contact record.

   

   The screenshot above shows the People page with a list of existing contacts. Click the contact's name to open their individual contact record.

2. Click More in the contact record action bar. A dropdown menu appears showing available actions for the contact.

   

   The screenshot above shows the contact record action bar with the More button selected and a dropdown menu open below it. The dropdown displays additional actions available for the contact including the Meet with option.

3. Click Meet with [contact name] from the More dropdown menu. The appointment type selection panel opens, displaying all available appointment types configured in your account.

   

   The screenshot above shows the More dropdown menu with the Meet with option visible and the contact's name displayed next to it. Clicking Meet with opens the appointment type selection panel.

4. Click Book now next to the appointment type you want to use. The date and time selection screen opens, displaying your available time slots based on your connected calendar.

   

   The screenshot above shows the appointment type selection panel with available appointment types listed. Each appointment type displays a Book now button and a Send invite button. Click Book now on the appointment type that matches the meeting you want to schedule.

5. Select a date and time from the available slots shown on the scheduling screen. Then click Confirm to finalize the booking. The appointment is added to your connected calendar immediately and the contact receives a confirmation notification.

   

   The screenshot above shows the date and time selection screen with available slots displayed on a calendar view. Select the date and time that works for both you and the contact, then click Confirm to complete the booking.

How to Send an Appointment Invite from a Contact Record

Use the Send invite option when you want to give the contact a scheduling link so they can choose their own time from your available slots — without you having to select a time for them.

1. Follow Steps 1 through 3 from the How to Book an Appointment Immediately section above to open the contact record and reach the appointment type selection panel.

2. Click Send invite next to the appointment type you want to use. A delivery method selection screen opens asking whether you want to send the invite by email or text message.

   

   The screenshot above shows the appointment type selection panel. Click Send invite on the appointment type that matches the meeting you want to schedule with the contact.

3. Select Email or Text as the delivery method for the invite. Selecting Email sends the scheduling link to the contact's email address. Selecting Text sends the scheduling link as a text message to the contact's phone number.

   

   The screenshot above shows the delivery method selection screen with Email and Text as the two available options. Sending via text message requires an active Keap™ Business Line, which is available to users in the US and Canada.

4. Review and edit the invite message in the message editor that opens. The message is pre-populated with a scheduling link and default text — update the subject line, greeting, or body text as needed to personalize the invite for this contact.

5. Click Send to deliver the invite to the contact. The contact will receive the invite with a link to view your available appointment slots and select a time that works for them.

   

   The screenshot above shows the invite message editor with the pre-populated scheduling message. The subject line and body text are editable. The Send button appears at the bottom of the screen. After clicking Send, the invite is delivered to the contact and the appointment is added to your calendar when the contact completes the booking.

Frequently Asked Questions

What does this article cover?
This article covers how to book an appointment immediately from a contact record using the Book now option, and how to send a scheduling invite to a contact using the Send invite option. This article does not cover creating appointment types, connecting a calendar, or managing your booking page. To create appointment types, see How to Create and Manage Appointment Types in Keap™. To connect a calendar, see How to Connect Your Google Calendar to Keap™ or How to Connect Your Outlook Calendar to Keap™.

What is the difference between Book now and Send invite?
Book now lets you select the appointment date and time yourself and confirm the booking immediately — the appointment is added to your calendar right away. Send invite sends the contact a scheduling link so they can choose their own time from your available slots — the appointment is added to your calendar only after the contact completes the booking by selecting a time.

Why can I only see some of my appointments on the contact record?
The Appointments activity card and side panel on a contact record only display appointments from the last 60 days and the upcoming 60 days. Appointments outside that 120-day window are not visible on the contact record. To view all appointments for a contact without any date restriction, navigate to the Appointments page and use the full calendar view, which displays appointments indefinitely into the past and future.

Can I send an appointment invite by text message?
Yes, but sending a scheduling link via text message requires an active Keap™ Business Line. Keap™ Business Line is available to users in the United States and Canada. If you do not have a Keap™ Business Line or are outside the US and Canada, send the scheduling invite by email instead. To set up Keap™ Business Line, see Keap™ Mobile Business Line: Set Up Your Phone Number.

What happens after the contact receives a Send invite link?
The contact receives the invite message containing a link to your booking page. Clicking the link opens your available appointment slots for the selected appointment type. The contact selects a time and confirms the booking. Once confirmed, the appointment is automatically added to your connected calendar and both you and the contact receive confirmation notifications.