How to Manually Book Appointments in Sparkforge Calendars

By Sparkforge Support Team ·Last reviewed May 3, 2026

Open any contact, conversation, or calendar slot, click Book Appointment, pick the calendar and time, and confirm. Same modal, four entry points — pick whichever matches your current task.

Sparkforge lets you book appointments on behalf of a contact without waiting for them to self-serve. Useful while you are on a call, working a hot lead, scheduling an internal meeting, or QA-testing a workflow. Four entry points all open the same booking modal.

When manual booking helps

Lock in a slot during a phone call instead of sending a link.
Book on behalf of a contact who is unresponsive or offline.
Schedule internal meetings without leaving the platform.
Create test appointments to validate reminder and workflow logic.
Override time zones or pick custom calendars when precision matters.

Four ways to open the booking modal

Each path lands on the same modal with the same fields. Pick whichever fits your current screen.

1. From the Conversations tab

Conversations → select contact → calendar icon in the sidebar → Book Appointment. Fastest path while messaging a contact.

2. From the Contacts tab

Contacts → open the contact → Appointments tab on the right → +Add. Use this when you are reviewing a contact record.

3. From the Calendar tab

Calendars → Calendar View → click New or click a specific time slot. Best for visual scheduling against existing bookings.

4. From the contact profile flyout

Any place that opens a contact mini-profile exposes the same Book Appointment action.

Filling out the booking modal

Step 1: Select calendar and contact

Pick which calendar holds the appointment and which contact it belongs to.

Step 2: Add appointment details

Title: short subject the contact and team will see.
Date and time: Sparkforge auto-detects time zone but lets you override.
Custom option: set a custom meeting link (Zoom, Teams, address), pick custom start and end times, and turn on recurrence with a chosen cadence.
Meeting location: default, custom URL, or an integrated video provider.

Step 3: Block off time (optional)

The Blocked Off Time tab prevents new bookings during a window — breaks, training, vacation. Existing appointments are not deleted; only new ones are blocked. You can block for a specific user or an entire calendar.

Confirm and save

Hit save. The appointment posts to the chosen calendar, the contact gets any configured confirmations, and reminders fire on schedule.

Frequently Asked Questions

Do I have to use a specific entry point to book on behalf of a contact?

No. Conversations, Contacts, and the Calendar view all open the same booking modal. Pick whichever screen you are already on.

Can I book a recurring appointment manually?

Yes. In the booking modal, choose the custom option and set a recurrence cadence and duration.

Will manual bookings respect time zone differences?

Sparkforge auto-detects the user's time zone and shows it in the modal. Toggle to a custom time zone if you are scheduling across regions.

Does Blocked Off Time delete existing appointments?

No. Blocked Off Time only prevents new bookings inside the window. Existing appointments stay on the calendar.

Will the contact get an email or SMS when I book manually?

Yes, if the calendar has confirmations and reminders configured. Manual bookings flow through the same notification logic as self-serve bookings.