Managing Appointments
VoiceController lets you do more than just view your schedule—you can update, complete, or flag appointments directly from the calendar. Follow the steps below to manage bookings created by the AI phone agent or your staff.
Opening an Appointment
-
Go to Calendar in the left‑hand menu.
-
Switch to Day view for a detailed list of each appointment.
-
Click an appointment (e.g., Brittany – 2013 Nissan Sentra) to open its detail card.
The card shows:
-
Status (Confirmed, Pending, etc.)
-
Date and time
-
Customer name and phone number
-
Vehicle year, make, model
-
Service notes (e.g., “Oil Change”)
-
Coupon acceptance or decline
Editing Details
Click Edit Appointment to change:
-
Date or time
-
Customer or vehicle info
-
Internal notes (visible only to staff)
Save your changes by selecting Update Appointment.
Communicating with the Customer
Inside the appointment card you can:
-
Resend Confirmation — sends the original confirmation SMS again.
-
Send Text Message — write a custom SMS (e.g., “Thanks, see you tomorrow!”) and send it immediately.
Marking an Appointment as Completed
When the service is finished:
-
Click Edit Appointment.
-
Change Status to Completed.
-
Add any wrap‑up notes (e.g., “Oil change completed”).
-
Select Update Appointment.
The appointment turns blue in the calendar, indicating completion.
Marking a No‑Show
If a customer doesn’t arrive:
-
Open the appointment and select Edit Appointment.
-
Change Status to No‑Show.
-
Add notes (e.g., “Reached out to customer, awaiting reply”).
-
Click Update Appointment.
The appointment turns purple, helping your team track missed visits.
Quick Status Reference
-
Green = Confirmed
-
Blue = Completed
-
Purple = No‑Show
-
Yellow = Pending
-
Red = Canceled
Accurate status updates keep your shop organized and improve follow‑up with customers. If you need help configuring additional statuses or automated messages, contact us.