What is an appointment?

In one sentence

An appointment is one session with a client — it holds the time, the Zoom meeting (if any), the recording, the transcript, and everything the AI writes about that call.

Where appointments come from

You'll see appointments in Call-E from a few different places. You don't need to remember which is which — they all show up in the same list.

• You scheduled it in Call-E. You picked the client, date, and time on the Schedule Appointment page. If your Zoom is connected, Call-E created the Zoom meeting for you.
• Your Zoom calendar. Any meeting you set up in the Zoom app, through a calendar invite, or through your Zoom scheduling link shows up in Call-E automatically once Zoom is connected.
• A client booked through your Zoom Scheduler page. When a client picks a slot on your booking page, the appointment appears in Call-E with the client already linked by email.
• You imported older Zoom meetings. One-time import from your Zoom history — usually during setup or onboarding.
• Your GoHighLevel calendar (only if your organization has GoHighLevel connected). Events sync in as appointments with the contact attached.

New Zoom meetings usually land in Call-E within a minute or two. If you want to force a refresh, click the refresh icon at the top of your Appointments page.

Where to find your appointments

Go to Appointments in the sidebar. You'll see two tabs:

• Upcoming Appointments — everything scheduled for today or later, grouped as Today, Tomorrow, Later This Week, Next Week, and Later.
• Past Appointments — everything that already happened, grouped as Today, Yesterday, Earlier This Week, Earlier This Month, and Older.

Both tabs have a search box (by client name or title) that searches your whole list, not just what's currently on screen. Click a column header — Date & Time, Client, Status, or Source — to sort your whole list by that column.

Your list loads 25 appointments per page by default. Use First, Previous, Next, and Last at the bottom of the list to move between pages, or change how many appointments show per page with the dropdown next to them.

Both tabs also have a Status filter. The Past Appointments tab adds a Recording (page) filter — it only checks the appointments on the page you're currently viewing, not your whole history. If you're looking for recorded sessions further back, search by client name or title, or page through to them instead.

On the dashboard calendar, use Agenda, Day, Week, Work Week, and Month to change the calendar view. Agenda lists the selected day's appointments, Day shows one day's vertical schedule, Week shows Sunday through Saturday, and Work Week shows Monday through Friday. Use Today to return to the current date, or use the arrow buttons to move backward or forward.

Use Collapse insights sidebar to tuck the Performance, Coaching Insights, and Your Top Focus cards into a slim right rail; use Expand insights sidebar to bring them back. Hover over an appointment to see whether it is scheduled, in progress, complete, still processing, or needs attention. Status colors help you scan the calendar: scheduled appointments stay bright, appointments happening now show In Progress, completed appointments appear gray, cancelled appointments are muted, and no-shows use a caution tint.

A green Live badge appears when the Zoom meeting is actively running. This is separate from In Progress, which means the appointment time has started but the Zoom call may not be open yet. Past appointments also show indicators for the recording, transcript, Call Notes, and Call Scorecard when those are available.

What's on an appointment

Click any appointment to open its detail page. The page opens with two cards at the top, one for the appointment and one for the client. Each card can be collapsed — click the small arrow next to the Appointment or Client label to hide the details.

The Appointment card shows:

• A status pill — Scheduled, In progress, Done, or Cancelled. When the Zoom meeting is actively running, a green Live badge also appears in the appointment header.
• The appointment time — completed calls show the start time and duration (for example, "10:00 AM · 45 min"). Upcoming calls show the planned time window (for example, "10:00 AM – 10:45 AM").
• The date and time of the session and who it's with.
• A title field and a description field you can edit inline. Click the title or description text (or + Add title / + Add a description when empty) to start editing.
• Keyboard controls for editing — press Enter to save a title, or ⌘+Enter (Mac) / Ctrl+Enter (Windows) to save a description. Press Esc to cancel without saving.
• A Join Meeting button when the meeting is within 24 hours or is currently in progress. More than 24 hours before the meeting, the button is greyed out with the tooltip "Available within 24 hours of the meeting."
• A Create Zoom button if there's no Zoom meeting yet, available until about 3 hours after the scheduled start time. After that window closes, you'll see "Zoom and Microphone Recording are no longer available for this appointment."
• A ⋯ menu (top right of the card) with appointment actions: Change call type, Reschedule (upcoming appointments only), Cancel appointment, and Delete appointment. Use the small arrow next to the Join Meeting button for Microphone Recording.

The Client card shows:

• The client's name (links to their profile), contact info (email and phone), and active program and phase in two columns. Click the pencil icon next to the program name to change the program or phase.
• Client Memory below the contact info — a short AI-written summary of your work with this client.

If the appointment was synced from Zoom but couldn't be matched to a client, you'll see "This appointment isn't linked to a client" with a Link a client button. See Joining a meeting when no client is linked.

A Zoom card appears below the two top cards when relevant. It shows the meeting ID and whether cloud recording and transcript are on. If Call-E knows Zoom cannot provide a cloud recording, you'll see Recording unavailable before the meeting or Call-E did not capture this appointment after it ends.

The four AI sections

The Appointment and Client cards may appear before Call Guidance or Call Notes finish loading. You can use those cards right away while Call-E fills in the rest of the page. The transcript loads when you open Transcript.

If one section cannot load, the rest of the appointment stays available. Click Try again in that section instead of reloading the whole page.

Each AI section has a small icon next to its title. Hover over it to see who can view that section and when Call-E last updated it.

• Call Guidance — talking points and prep notes to read before the call. Most useful in the lead-up to and during the session, so it's most prominent on a scheduled or in-progress appointment. Call-E does not generate this automatically — find the Generate Call Guidance button and click it when you want it.
• Call Notes — the session summary written after the call. Call-E generates these automatically once the recording is processed.
  • If Zoom could not provide a cloud recording, this section explains that Call Notes will not be generated.
  • There is no separate button to regenerate them. Changing the call type on a completed appointment that has a transcript gives you a fresh version (see "What you can do with an appointment" below).
  • The transcript opens from the Transcript tab in this same area.
• Call Scorecard — an evaluation of how the call went, graded against the call type's scorecard rubric. Generated automatically after the call when a recording and transcript exist. If your call type doesn't have a scorecard set up, or Zoom could not provide a cloud recording, this section shows why there is no scorecard yet.
• Recordings & Transcript — the audio recording (with playback controls) and the transcript with speaker labels.
  • Play or pause the recording, jump back or forward 15 seconds, drag the timeline, change playback speed, or download the recording.
  • If the recording starts with silence, pressing Play starts near the first spoken words. Drag the timeline back to the beginning to hear the full recording.
  • After a call, open the Transcript tab next to Call Notes to read the transcript inline.
  • When the transcript is open, use the search box to jump to any word or phrase. Type at least three characters, and matches highlight automatically.

What you see depends on the appointment's status

• Scheduled or In progress — the Appointment card and Client card appear at the top. Below them, Call Guidance takes the full width of the page.
• Done — the Appointment card and Client card appear at the top. Below them, Call Notes and Transcript share one area, with Call Scorecard beside it when the Call Type has a scorecard configured.
• Cancelled — the Appointment card and Client card both appear, then a brief note that the appointment was cancelled. No AI content is generated for cancelled appointments.

Client Memory lives in the Client card and looks the same for every status.

What you can do with an appointment

• Schedule a new appointment.
• Cancel an appointment.
• Change the call type — open the ⋯ menu on the Appointment card and click Change call type. For completed calls with a transcript, this regenerates Call Notes and the Call Scorecard from the transcript automatically. Sometimes Call-E suggests this for you with a banner on the appointment page.
• Reschedule — open the ⋯ menu and click Reschedule (only available for upcoming appointments).
• Mark attendance as Attended or No Show manually from the appointments list. Call-E also sets this automatically based on who joined the Zoom meeting.

What you can't do

• You can't create a recurring appointment directly in Call-E. Set up the recurrence in Zoom and the meetings will sync in one by one.
• You can't edit Client Memory to change past Call Notes — memory only affects future sessions.
• You can't undo a cancellation. Schedule a new appointment if you need to.

Related

• Schedule an appointment
• Cancel an appointment
• Connect Zoom to Call-E