How to make Appointment Request Forms

How to make Appointment Request Forms

What

The platform uses Appointment Request Forms to gather meeting requests which need to be confirmed before creating an official appointment.
The forms establish standard procedures to capture vital information needed for appointment intake through their collection of essential data points.
The following information needs to be gathered for appointment scheduling which includes:
  • Appointment Name
  • Objectives
  • Topics
  • Requested attendees
  • Custom fields
  • Organizer information

Your system configuration determines whether requests will:
  • Convert into appointments automatically or
  • Require manual approval before processing

The system supports two main use cases which include:
  • Customer meeting requests
  • Internal meeting intake
  • Hosted buyer scheduling workflows
  • Appointment approval workflows for enterprise events


What do I need first?

Before creating an Appointment Request Form, make sure the following requirements are met:
  • You must have System Administrator, Admin, or Event Manager permissions. The event requires Enterprise-level configuration. The account must also be an Enterprise-level account.
  • The appointment request forms feature requires the Appointment Settings to have the "Enable appointment request forms" setting activated.

To enable the feature:
    Navigate to Appointments → Options.
    Scroll to the Appointment Request Forms section.
    Toggle on Enable appointment request forms.

Creating an Appointment Request Form

    Access your event dashboard
    Proceed to Appointments section and then select Appointment Request Forms
    Press Create New Form (+) button
    Input the following information:
    Form Name
    Form Description
    Activate Enable Organizer option when you want requesters to select their organizer
    Set Make Attendees Required by Default option to automatically designate all internal attendees as mandatory participants
    Establish the approval process with these options:
    Automatic Approval → Requests immediately convert into appointments
    Manual Approval → Requests must be reviewed before conversion
    Add approvers if using manual approval
    Press Save

What options do I have?

The system provides two methods for handling request approvals which are automatic and manual. The processing method for requests can be determined by you.
  • Automatic Approval: This method handles large request volumes which come from established workflows without any problems. Requests convert directly into appointments.
  • Manual Approval: This method works best for meetings which need to go through internal assessment before they receive approval. The approvers have the authority to evaluate each request and decide whether to grant or deny it.

Organizer Selection

Requesters have the option to choose an organizer through the form.

Required Attendees

You can automatically mark attendees as required participants by default.

Custom Fields

Additional fields can be added for event-specific workflows such as:
  • Prioritization levels
  • Team ownership
  • Internal comments
  • Customer classifications

Multiple Forms

You can create multiple Appointment Request Forms for different workflows or audiences (e.g. VIP requests, sponsor requests, internal meeting requests, etc.).

What happens after?

Once the form is live:
  • Users can submit appointment requests through creating a Menu item with the Appointment Request Form
  • Submitted requests appear under: Appointments → Appointment Requests
If using:
  • Automatic Approval
  • Requests immediately convert into proposed appointments
  • Manual Approval
  • Approvers review and approve/decline requests before conversion
When approved:
  • The request converts into an appointment
  • The Ask Customer workflow can be enabled
  • Scheduling can begin immediately

What can go wrong?

Feature Not Visible

  • The account or event may not be Enterprise-level
  • Appointment Request Forms may not be enabled in Appointment Options

Users Cannot Access the Form

  • Verify the form link is correct
  • Ensure the form has been saved and enabled

Appointments Missing Information

  • Required fields may not have been configured properly
  • Custom fields may not have been added to the form

Unexpected Appointment Creation

  • Automatic Approval may be enabled unintentionally
  • Requests will immediately convert into appointments without review

Duplicate or Confusing Workflows

  • Creating too many forms without a clear purpose can create operational confusion
  • Best practice is to keep workflows simple and clearly labeled


Best Practices

  • Keep forms simple and only ask for information that is truly needed
  • Use clear descriptions and instructions within the form
  • Carefully evaluate whether Automatic or Manual Approval makes more sense for your workflow
  • Test the full request flow internally before sharing externally
  • If using Ask Customer, remember that final meeting times are not confirmed until the customer selects a slot