What is an appointment?

Last updated: June 17, 2026

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) and filters for status. The Past Appointments tab also lets you filter by whether the session has a recording.

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 the vertical schedule for one day, Week shows the full Sunday through Saturday week, and Work Week shows Monday through Friday. Use Today to return to the current date, and use the arrow buttons next to it to move to the previous or next day, week, work week, or month. Use Collapse insights sidebar to tuck the Performance, Coaching Insights, and Your Top Focus cards into a slim right rail while you work in the calendar; 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. Dashboard appointment cards use subtle status colors: scheduled appointments stay bright, appointments happening now show In Progress next to the time, completed appointments appear gray, cancelled appointments are muted, and no-shows use a caution tint. Past appointments also show quick 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. Completed calls show the start time and how long the call ran (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. 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. If the meeting is more than 24 hours away, the button is greyed out with the tooltip "Available within 24 hours of the meeting." If there's no Zoom meeting yet, you'll see Create Zoom instead (available up to about 3 hours after the scheduled start time). Once that window closes, you'll see "Zoom and in-person 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 Record In-Person.

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

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. You can click Regenerate any time after notes exist — for example, after you change the call type. 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. You can 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 if you want 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, a search box lets you 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 — Call Guidance on the left, the appointment's past-session timeline on the right. During a live call, the timeline shows a Live label.
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 scorecards are turned on for the Call Type.
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 Scorecard from the transcript automatically.
Reschedule — open the ⋯ menu and click Reschedule (only available for upcoming appointments).
Regenerate Call Notes or Scorecard after the call (Regenerate button on each section).
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.