# The meetings area

{/* AUTO-SYNCED SOURCE: this page lives in apps/app/src/modules/booking/docs/ and is mirrored into the docs app by `bun sync:module-docs`. Edit it in the module, not in apps/docs. */}

<Lead>
The **Meetings** area is your command center for all bookings: filter, look up, reschedule, cancel, backfill and export. This page explains every view and every action.
</Lead>

Without the configure permission you see your own appointments as host; whoever may configure the tool sees the whole team's appointments and can filter by host.

## Tabs and filters

Three tabs split the list: **Anstehend** (upcoming), **Vergangen** (past) and **Abgesagt** (cancelled). Above it you filter by:

<DefinitionList>
  <DefItem term="Range">All, today, this week or next 30 days.</DefItem>
  <DefItem term="Event type">Only appointments of one event type.</DefItem>
  <DefItem term="Host">Visible with the configure permission only: appointments of one host.</DefItem>
  <DefItem term="Source">Where the booking came from: booking page, manual, WhatsApp or meeting poll.</DefItem>
  <DefItem term="Guest search">Free-text search by guest name or email.</DefItem>
</DefinitionList>

<Tip title="Filters are shareable">
All filters live in the browser's address bar. Copy the URL and send it to a colleague: they see exactly the same filtered view.
</Tip>

Every appointment carries a status chip: **Bestätigt** (confirmed), **Abgesagt** (cancelled), **Abgeschlossen** (completed) or **Nicht erschienen** (no-show).

## The detail view

Clicking an appointment opens the detail view with everything you need to know:

- **Time in both time zones:** if the guest's time zone differs from yours, both are shown, marked as your time and the guest's time.
- **Guest:** with the direct actions **write email** and **open contact** (or **adopt**, if the guest is not assigned to a contact yet).
- **Location, host and form answers:** including all custom questions from the booking form.
- **History:** a timeline with every station: booked, rescheduled, cancelled, re-booked.
- **Source:** booking page, manual, WhatsApp or meeting poll; for routing bookings also the form origin.
- **Notes:** a dedicated tab for internal notes with automatic saving. Guests never see notes.

## Actions on an appointment

<DefinitionList>
  <DefItem term="Reschedule (Verschieben)">Opens a slot picker with the free times; on request a time **outside availability** works too. After confirming, the appointment is moved and the guest receives the new confirmation with a new calendar invite.</DefItem>
  <DefItem term="Cancel (Absagen)">With an optional reason that appears in the cancellation email to the guest. The tool then confirms the guest was informed.</DefItem>
  <DefItem term="Completed (Abgeschlossen)">Marks an appointment that took place as done.</DefItem>
  <DefItem term="No-show (Nicht erschienen)">Marks a no-show; the action becomes available only after the appointment ended. No-shows feed into analytics and the contact hint showing repeated no-shows.</DefItem>
  <DefItem term="Re-book (Neu ansetzen)">Creates a new appointment from a past or cancelled one without retyping everything.</DefItem>
</DefinitionList>

## Entering an appointment manually

For appointments made by phone or email there is **Termin eintragen** (enter appointment), in 4 steps:

<Steps>
  <Step title="Pick the event type">
    You can override the duration for this one appointment. Team event types (round-robin, collective meeting) are excluded from manual entry.
  </Step>
  <Step title="Pick the time">
    A month picker with the free times; on request also **outside availability**. An already taken time stays excluded, double bookings are impossible even manually.
  </Step>
  <Step title="Enter the guest">
    Search your workspace's address book; a match links the appointment directly to the contact. Alternatively type name and email freely.
  </Step>
  <Step title="Options">
    The switch **Bestätigung an den Gast senden** (send confirmation to the guest) sends the regular confirmation email with calendar invite (.ics) and manage link. Plus an optional internal note.
  </Step>
</Steps>

Manually entered appointments carry the source **manual** and otherwise behave like any other booking.

## CSV export

**Export** downloads the currently filtered view as a CSV file with German column headers, ready for Excel. Filter first, then export: the export contains exactly what the list shows.

## Further reading

Back to the overview: [Appointment Booking](/tools/booking). Next page: [Contacts](/tools/booking/kontakte). Automatic reminders and follow-ups: [Workflows](/tools/booking/workflows).