Schedule an appointment

Last updated: June 17, 2026

What this does

Adds an appointment to Call-E and, if your Zoom is connected, creates the Zoom meeting for it automatically.

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. Go to Appointments in the sidebar and click Schedule Appointment (top right). The scheduling form opens, with client and call-type fields on the left and a calendar on the right.
  2. Pick a client. Click the Client dropdown and select one, or start typing to search. Don't see the client? Click the create option at the bottom of the dropdown 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. Adjust the title if you want. Call-E fills in a title like "Sarah / Alex - Coaching (30 min)" — edit it freely.
  5. Pick a date on the calendar on the right. Past dates are greyed out. Dots under dates mean you already have appointments that day.
  6. Pick a start time and duration. The Duration buttons give you 15, 30, 45, or 60 minutes. You'll see "Ends at ..." under the duration picker so you can double-check. If you pick a start time that is more than 3 hours in the past, an informational note appears: "This start time has already passed — you won't be able to add a Zoom meeting to this appointment." You can still create the appointment; Call-E just won't be able to attach a Zoom meeting to it later.
  7. Click Schedule Appointment at the bottom. Call-E creates the appointment and opens it so you can review the details.

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.

After it's done

Call-E opens the new appointment's detail page. If your Zoom is connected, a Zoom meeting was already created — you'll see the meeting ID in the Zoom card and a Join Meeting button near the date of the call.

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 you add an appointment from the Create Appointment button at the top of your dashboard, you stay on the dashboard — the new appointment's pop-up opens right there, so you don't lose your place. From that pop-up you can change the Call type (click the pencil next to it) and click View appointment details to open the full appointment.

If your Zoom isn't connected, the appointment exists without a Zoom meeting. You can still use it for an in-person session with Record In-Person, or attach a Zoom meeting later using the Create Zoom button in the header. Both buttons are available for upcoming appointments and ones within about 3 hours of the scheduled start time. Once an appointment is more than 3 hours past the scheduled start time, the buttons are replaced by "Zoom and in-person recording are no longer available for this appointment."

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 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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