Schedule an appointment

Last updated: September 30, 2026

What this does

Adds an appointment to Call-E. Your Zoom meeting options depend on where you schedule and whether Zoom is available.

Before you start

  • You need at least one client in Call-E. You can also create a new client from the scheduling form.
  • If you want a Zoom meeting attached, connect your Zoom account first. See Connect Zoom to Call-E.

Steps

  1. Click Add appointment — at the top of your dashboard, or at the top of your Appointments page. A compact Appointment details form opens right there; you stay on the page you were on.
  2. Pick a client. Click the Client field and select one, or start typing to search. Don't see the client? Click + New client, just beneath the search box, to add them on the spot.
  3. Pick a call type (required when your organization has call types set up). The call type shapes the Call Guidance and Call Notes Call-E generates for this session.
  4. Pick a date and a time. The Time field shows the whole session as a range, like "09:30 AM - 11:00 AM" — click it to open Start time and End time pickers in 5-minute steps.
  5. Click Schedule appointment. Call-E creates the appointment and opens its details so you can review them.

Click + Add meeting details before you schedule if you want to set a title, a description, or Zoom options — otherwise those stay hidden and Call-E uses sensible defaults.

If your Zoom account cannot cloud-record meetings, Call-E shows a warning before you schedule. Check the acknowledgement box and click Schedule without recording if you still want to create the Zoom meeting. Call-E will create the Zoom meeting, but it will not capture a recording, transcript, Call Notes, or Call Scorecard for that appointment.

More about the form

When Call-E confirms that your Zoom connection is active, your account can create meetings, and the selected start time is not too far in the past, the form shows Create a Zoom meeting for this appointment. The box is checked by default; leave it checked to create a Zoom meeting, or uncheck it to schedule without one.

If Zoom is disconnected, the form says "To schedule Zoom meetings, connect your Zoom account in Preferences." While Call-E checks your connection, it shows "Checking your Zoom connection…"

If your Zoom connection expired, your account cannot create meetings, Call-E could not check the connection, or the selected time is too far in the past, the form says "Call-E can’t create a Zoom meeting for this appointment right now. Check the appointment time or your Zoom settings in Preferences." You can still schedule the appointment without Zoom.

If Zoom is not available to your organization, the form does not show Zoom options or Zoom guidance.

The end time starts out 30 minutes after the start and follows it whenever you change the start, so you usually only adjust one side. Late in the day the end stops at 11:55 PM instead of rolling into tomorrow, so a session that starts after 11:25 PM is shorter than 30 minutes. The end must stay later than the start on the same day; otherwise scheduling shows "Duration must be greater than zero."

There's no Cancel button in this form — to close it without scheduling, click the X in the corner or anywhere outside it.

Need more room? Use the full scheduling page

If your Appointments list has no appointments matching your current filters, its empty view shows a Schedule appointment button. That opens a full page instead — client and call-type fields on the left, a calendar on the right — with a longer, editable title and Duration buttons for 15, 30, 45, or 60 minutes.

After it's done

Call-E opens the new appointment's detail page. If your Zoom is connected and you left the Zoom meeting option checked, a Zoom meeting was already created — you'll see a Join Zoom call button in the appointment header.

If you scheduled without recording, the appointment page shows Recording unavailable. After the meeting ends, it changes to Call-E did not capture this appointment so you know Call Notes and Call Scorecard are not still processing.

If your Zoom isn't connected, the appointment exists without a Zoom meeting. You can attach a Zoom meeting later using the Create Zoom meeting button in the header, or record it with Start recording — the buttons sit side by side. Create Zoom meeting is available for any future appointment and until about 3 hours after the scheduled start time. Start recording becomes available 24 hours before the scheduled start time and remains available until about 3 hours after. Once an appointment is more than 3 hours past the scheduled start time with nothing to join, both buttons disappear from the header.

If something goes wrong

  • The appointment was created but Zoom wasn't. You'll see "Couldn't create Zoom meeting." Open the appointment and click Create Zoom meeting in the header to try again, or reconnect Zoom from Preferences if the problem persists.
  • You see Schedule without recording. Your Zoom account can schedule meetings, but Call-E cannot capture cloud recordings from it right now. Use a Zoom account that supports cloud recording and has it turned on if you need a transcript, Call Notes, or Call Scorecard for this appointment.
  • "Meeting creation is restricted for this account." Your organization's Zoom admin has limited who can create meetings. Ask them to give your account meeting-create permission in Zoom.
  • No call types are set up. You'll see an alert saying "No call types configured — AI notes and call guidance won't be generated for this appointment." You can still schedule — but Call-E won't write notes or guidance for the session. If you're an admin, set up a call type under Settings → Call Types.

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