Create appointments
With the Salesforce Lightning experience, the Open Activities and Activity History sections of a record are combined into one Activity timeline. With this change, Open Activities is now called Upcoming & Overdue, and Activity History displays by date. The steps below might vary based on the experience you are using.
You can create a calendar appointment for an account, contact, inquiry, booking, booking event, or volume contract. The appointment displays in the following places:
- Open Activities - This section displays upcoming appointments related to the record.
- Activity History - This section displays past appointments related to the record.
- Home page - This displays today's appointments for the user by default.
When you invite other users or contacts to a meeting, those individuals are emailed a meeting request. When users accept a meeting request, the appointment is automatically added to their Calendar on the Home page. If Salesforce is integrated with Outlook, the users can also choose to add the appointment to their Outlook calendar. If you later change the time or cancel the appointment, all invitees are emailed and their Calendars are updated appropriately. For more information about Salesforce for Outlook, see Salesforce Help.
To create an appointment
The process of appointment creation depends on your Salesforce experience. Select your Salesforce experience for further details.
Classic - Delphi users only
- In the Open Activities section of the record, click New Appointment.
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Complete the fields on this page as appropriate.
Calendar details Assigned To This is the owner of the appointment. The user who created the appointment displays by default. To assign a different user as the owner, find and select that user. After you save the appointment, it displays on the owner's calendar. All email notifications sent to invitees come from the owner. Subject Enter a brief but detailed description of the appointment. This text displays on each invitee's calendar when they accept the meeting request. You can enter your own description or select from a list of previously defined subjects.
Type Select the type of appointment.
Start and End Enter the date and time of the appointment. The time fields are unavailable if the All Day Appointment checkbox is selected. Related To If the appointment is related to a particular record, find and select the record. The appointment displays on that record's Open Activities section. If the appointment is not related to a record, leave this field blank. Creating an appointment from the Open Activities section of a record displays the name of the associated record by default.
Name If you also want to associate the appointment with a contact, find and select the contact. The appointment is added to the Open Activities section of the contact record. Click Add to Invitees to invite this contact to the appointment. Private Select this checkbox if you do not want other users to see the details of this appointment. All Day Appointment Select this option to schedule an appointment to last all day. All invitees show as busy for the entire day on the calendar. Other information details Location Enter the location of the appointment. Show Time As Select how you want the blocked time to display on the calendar. Description information details Description Enter a description of the appointment. Reminder details Reminder Select how far in advance to be reminded of the appointment. Attachments details Attachments Click Attach File to attach a document to the appointment. All individuals invited to the appointment receive the attachment as part of the meeting request. Invite others details Invite Others Click Add Invitees to add other users and contacts to the appointment. Invitees are emailed an invitation to the meeting. For more information, see Salesforce Help.
Depending on your experience, either an asterisk or a red bar indicates a mandatory field. These fields need to be complete before you can save the record.
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Do one of the following:
- Click Save & Send Update if you are inviting other people and want to send them an invitation.
- Click Save to save your changes and return to the record you created the appointment from. An invitation is not sent to any invitees.
- Click Save & New Task to save your changes and create a new task. This option is only available if you are not adding any invitees.
- Click Save & New Appointment to save your changes and create another appointment. This option is only available if you are not adding any invitees.
- Click Cancel to discard your changes without saving.
Appointments that include invited contacts are identified with an icon (
). For more information on calendar appointments, see Salesforce Help.
Lightning - Delphi and Delphi Core users
- In the Activity section of the record, click New Appointment.
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Complete the fields on this page as appropriate.
New appointment details Subject Enter a brief but detailed description of the appointment. This text displays on each invitee's calendar when they accept the meeting request. You can enter your own description or select from a list of previously defined subjects.
Type Select the type of appointment.
Start and End Enter the date and time of the appointment. The time fields are unavailable if All Day Appointment is selected. Related To If the appointment is related to a particular record, find and select the record. The appointment displays on that record's Open Activities section. If the appointment is not related to a record, leave this field blank. Creating an appointment from the Open Activities section of a record displays the name of the associated record by default.
Name If you also want to associate the appointment with a contact, find and select the contact. The appointment is added to the Open Activities section of the contact record. Location Enter the location of the appointment. Description Enter a description of the appointment. Depending on your experience, either an asterisk or a red bar indicates a mandatory field. These fields need to be complete before you can save the record.
- Click Save. The appointment displays in the Upcoming & Overdue section of the Activity tab.
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Click the name of the appointment and then click Edit.
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Complete the following optional fields as appropriate.
Appointment details Assigned To This is the owner of the appointment. The user who created the appointment displays by default. To assign a different user as the owner, find and select that user. After you save the appointment, it displays on the owner's calendar. All email notifications sent to invitees come from the owner. Private Select this checkbox if you do not want other users to see the details of this appointment. All Day Appointment Select this option to schedule an appointment to last all day. All invitees show as busy for the entire day on the calendar. Attendees Click Add Invitees to add other users and contacts to the appointment. Invitees are emailed an invitation to the meeting. For more information, see Salesforce Help.
Reminder Set Select how far in advance to be reminded of the appointment. Show Time As Select how you want the blocked time to display on the calendar. - Do one of the following:
- Click Save to save your changes and return to the appointment record.
- Click Save & New to save your changes and create a new appointment.
- Click Cancel to discard your changes without saving.