This article covers frequently asked questions about the Keap™ Appointments feature, including how booking page links work, calendar management, calendar account connections, and advanced configuration questions. For instructions on setting up appointments or booking an appointment for a contact, see how to set up appointment types in Keap and how to book an appointment for a contact in Keap.
Note — Appointment visibility on contact records: On a contact record, the Appointments activity card and the accompanying side panel display only appointments from the past 60 days and the upcoming 60 days. Appointments outside this window are not visible on the contact record but are visible from the Appointments calendar, which displays all appointments indefinitely into the past and future.
The screenshot above shows the Appointments activity card on a Keap contact record. Only appointments within the 60-day display window appear here.
The screenshot above shows the Keap Appointments calendar. The calendar view displays all appointments without the 60-day window restriction that applies to the contact record view.
Frequently Asked Questions — Booking Page Links
How is the booking page link URL structured?
Booking page links use the following format:http://letsmeet.io/userName/appointmentTitle
For example, a user named John Doe who created a consultation appointment type would have the booking link:http://letsmeet.io/johndoe/consultation
The domain is always letsmeet.io.
What happens to booking page links when two users have the same name?
If two users set up booking pages with the same name, a numeral is appended to the username of each subsequent user. For example:
First John Doe:
http://letsmeet.io/johndoe/appointmentNameSecond John Doe:
http://letsmeet.io/johndoe1/appointmentNameThird John Doe:
http://letsmeet.io/johndoe2/appointmentName
Are all web browsers supported for appointment booking?
Not all browsers are supported for clients booking appointments. While the Keap web app can be used to connect calendars and manage settings in most browsers, clients attempting to book an appointment may encounter issues in certain browsers. If a client reports being unable to complete a booking, ask them to try a different browser such as Chrome, Firefox, or Safari.
Where can the booking page link be shared?
The booking page link can be shared via email and on a website. When sending an invite from the booking page settings, the link is automatically included in the suggested email copy. To include the link in any other email, copy the link and paste it into the email body. To add the link to a website, add a button to the page and link it to the booking page URL.
Can the booking page link be included in automated emails?
Yes. After completing the appointment type setup, a URL for the appointment type is provided. That URL can be added to any automated email sequence so contacts can book appointments directly from automated messages.
Can appointments be added manually without using the booking page link?
Yes. The booking page link can be opened and completed manually on behalf of a client by entering the client's information directly. Verify that the client's email address is correct so they receive all confirmation and follow-up messages related to the appointment.
Will existing appointments carry over when switching from Max Classic to Keap?
No. The Appointments feature is not available in Max Classic, so existing appointment data does not carry over. Appointments previously managed under the My Day feature in Max Classic must be manually added to Keap Appointments.
Does booking an appointment create a new contact record if the person is not already a contact?
Yes. When a person who is not already a contact completes an appointment booking, Keap creates a new contact record for them. Keap also checks existing contacts to avoid creating duplicate records.
Can the booking page link be shared by anyone?
Yes. The booking page link can be shared without restrictions. For example, an existing client can share the link with a referral.
Frequently Asked Questions — Calendar Management
How can last-minute bookings be prevented to allow preparation time?
By default, contacts can book appointments up to the last available time slot. To require advance notice before a booking, adjust the calendar availability settings to block off time before the first available appointment slot.
Can clients book times when the calendar shows as unavailable?
No. The booking page settings allow specific days and times to be marked as unavailable. Clients can only select time slots that are open. Additionally, when a calendar is connected to Keap, existing events on all connected calendars are read automatically and those times are blocked from booking.
Can clients see the details of other appointments on the calendar?
No. Clients can only see available time slots on the booking page. The details of other calendar events are not visible to clients.
Can appointments be rescheduled?
Yes. Both the Keap user and the client can reschedule appointments. The Keap user can reschedule by selecting the appointment in the Keap calendar. The client can reschedule by selecting the reschedule link in their confirmation email.
Why can external calendar events not be edited from the Keap calendar?
Events created in connected Google or Microsoft calendars are displayed in the Keap calendar for availability blocking purposes but cannot be edited from within Keap. Those events must be edited from the external calendar account where they were created.
Is it possible for two clients to accidentally book the same time slot?
The risk of double booking is very low because appointments are created instantly and the time slot is removed from availability immediately after a booking is confirmed. If a double booking does occur, contact Keap support.
How quickly does a booked appointment appear on the calendar?
Appointments typically appear on the calendar nearly instantly after booking. If a noticeable delay occurs, contact Keap support.
Can clients add a booked appointment to their own calendar?
Yes. An .ics calendar file is provided on the appointment booking confirmation page and included in the confirmation email so clients can add the appointment to their native calendar application.
Can a shared calendar be used with employees?
Yes. Because Keap Appointments connects to external calendars, shared calendar setups configured through the calendar provider — such as Google Calendar or Microsoft Outlook — are supported. Each Keap user with access to the shared calendar in the external calendar provider will also have access to it in Keap.
What happens to appointment data when a contact is deleted?
Deleting a contact from Keap does not delete their booked appointments. Appointments remain on the external calendar and on the Keap calendar after the contact is removed. Appointments are only deleted when the client or user cancels through Keap, or when the appointment is deleted directly from the external calendar.
Frequently Asked Questions — Calendar Accounts
Can multiple calendar accounts be connected?
No. Only one calendar account can be connected per Keap user.
Does disconnecting a calendar delete existing appointments?
No. Disconnecting a calendar does not delete booked appointments. Existing appointments remain on the external calendar and can be viewed again in Keap by reconnecting the calendar. While the calendar is disconnected, appointments are not visible in Keap and contacts cannot book new appointments until a new calendar is connected.
What happens when a calendar account is disconnected from Keap?
When a calendar is disconnected, a confirmation prompt appears before the disconnection is finalized. After disconnecting, contacts cannot book appointments until a new calendar account is connected.
Frequently Asked Questions — Advanced Configuration
Can automation be triggered when a client books an appointment?
Yes. The Appointments goal in the Keap Advanced Automation Builder can trigger or stop an automation when an appointment is booked, canceled, or rescheduled. For setup instructions, see how to trigger automations based on appointment activity in Keap.
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