The ability to manage appointments is a core feature that uses many other features of DiaryBook. In essence the details of an appointment record are

The client

This is who the appointment is for. Although the client record can contain many details, for an appointment it provides a name for reference, a mobile number for text reminders, an email address for email reminders and a location for appointment and messaging history.

The user

This is who the client is to see. The user record tells DiaryBook what hours appointments can be made in and if there are any blocked times the user does not want to take appointments. In a multi-user version it puts the appointment record in that user's appointment list.

What the appointment is for

This is largely for reference only but it can be used to automatically determine the duration of the appointment (see below).

The date and time

The date and time the user is to see the client. This is important as it is this time that the client is told about in the reminder message and it also determines when the reminder is sent.

The time can be constrained to the user's opening hours, which are ranges of when the user normally takes appointments.

The appointment can be rejected if the user is being double-booked at that date/time or if there is an overlap based on the duration. The appointment can also be rejected if the user has a blocked-out time that overlaps the appointment time.

The duration

The duration, in minutes, determines the proposed end-time of the appointment and tells DiaryBook when the next appointment can be booked.

The resource booked

A resource can be a piece of equipment or a room or something similar. An appointment can be rejected if the resource is being double-booked.

The reminder schedule to use

This is the schedule to use that tells DiaryBook what reminders to send and when.


Notes are for the user only. Any appointments with notes are indicated on the appointments list with a star.