📅Appointments
Appointments is Ring Tonic's built-in booking calendar. Book and manage appointments for your callers and contacts in one place — with two-way Google Calendar sync, automatic SMS and email confirmations and reminders, and full campaign attribution back to the call that created the booking.
Every appointment your AI Agent books during a call and every one your team books by hand shows up here together, so nothing lives in a separate tool.
Works with or without Google Calendar. Connect Google Calendar and every appointment syncs both ways. Don't connect it, and appointments still work perfectly — they just stay inside Ring Tonic.
Before You Start
Nothing is required to start booking — but two optional setups unlock more:
Google Calendar (optional, for two-way sync)
Connect it under Settings > Integrations > Google Calendar so appointments appear on your real calendar and stay in step when you reschedule or cancel. See Google Calendar sync below and the AI Call Answering guide.
An SMS-capable tracking number (optional, for text confirmations)
To text customers a confirmation or reminder, your workspace needs a tracking number that can send SMS. If none of your numbers can, the Send SMS switch on the booking form is turned off automatically. See Phone Numbers.
The Appointments Hub
The hub has two views you can switch between with the Calendar / List tabs.
Calendar view
A month, week, or day calendar of your appointments, color-coded by status.
Click any empty slot to start a booking already filled in with that date and time.
Click an appointment to open its details.
Drag an appointment to a new time to reschedule it (if you have edit access). Completed, no-show, and cancelled appointments can't be dragged.
Times are always shown in your workspace timezone, so make sure that's set correctly under Settings > Workspaces.
List view
A searchable, filterable table of every appointment. Filter by status, by upcoming only, or by campaign, and see the contact, title, source, and sync status at a glance.
Booking an Appointment
Choose confirmations and reminders
Send SMS — text the customer a confirmation (only available when you have an SMS-capable number and the contact has a phone number).
Send email — email the customer a confirmation (only available when the contact has an email).
Reminders — send automatic reminders before the appointment (24 hours and 1 hour before by default).
Managing an Appointment
Click any appointment to open its detail panel. It shows when it is, who it's with, its status, notes and location, how it was booked (your AI agent on a call, or a team member), the linked call and campaign, and its Google Calendar sync state.
Available actions
Reschedule
Change the time or details. Syncs the change to Google Calendar and can re-send a confirmation.
Mark completed
Record that the appointment happened.
Mark no-show
Record that the customer didn't show.
Cancel
Cancel the appointment (with an optional reason). Removes the event from Google Calendar, and you can choose whether to notify the customer.
Statuses
Scheduled
Booked and upcoming.
Completed
The appointment took place.
No-show
The customer didn't attend.
Cancelled
The appointment was called off.
Google Calendar Sync
When Google Calendar is connected, Ring Tonic keeps your calendar in step automatically:
Booking creates the event on your calendar.
Rescheduling moves it and updates its details.
Cancelling removes it, and un-cancelling puts it back.
Each appointment shows its sync state:
✅ Synced — the event is on your Google Calendar and up to date.
⚪ Not linked — a standalone appointment (Google Calendar isn't connected, or wasn't when it was booked).
⚠️ Sync failed — Ring Tonic couldn't reach Google Calendar. Open the appointment and click Retry sync once the problem is resolved (for example, after reconnecting Google Calendar in Settings).
Connecting Google Calendar later doesn't back-fill. Appointments booked while Google Calendar was disconnected stay standalone. Only appointments booked (or changed) after connecting sync to your calendar.
Customer Confirmations & Reminders
When you enable them on the booking form, Ring Tonic sends the customer:
A confirmation right after booking (and an updated one when you reschedule).
Reminders before the appointment — 24 hours and 1 hour ahead by default.
A cancellation notice if you cancel and choose to notify them.
Messages go out by SMS, email, or both, depending on what you enabled and what contact details you have.
Attribution
Every appointment is tied back to the call and campaign that produced it, so your reporting stays complete:
Source — whether the appointment was booked by your AI agent or by a team member.
Campaign — the campaign of the call the appointment came from (blank for a walk-in booking with no linked call).
Conversion — a booking is recorded as a conversion, and moves the contact to the Appointment Booked stage in your pipeline.
Who Can Do What
Appointment access is controlled per role under Settings > Team:
View appointments
Owner, admins, members, agents, clients
Book & edit appointments
Owner, admins, agents, clients
Delete appointments
Owner, admins
If a teammate can't see or book appointments, an owner or admin can adjust their role's permissions. See Team Management.
Tips
Set your workspace timezone first. Appointment times are read and shown in your workspace timezone — see Settings > Workspaces.
Connect Google Calendar if your team already lives in it, so bookings show up alongside everything else you schedule.
Turn on reminders to cut no-shows — the default 24-hour and 1-hour texts and emails need no extra work.
Book from the call or contact whenever you can, so the appointment is attributed to the right campaign automatically.
Last updated