--- title: "Manage appointments" slug: "manage-appointments-1" updated: 2026-05-22T22:02:57Z published: 2026-05-22T22:02:57Z --- > ## Documentation Index > Fetch the complete documentation index at: https://help.servicetitan.com/llms.txt > Use this file to discover all available pages before exploring further. # Manage appointments ## Overview Appointments are the scheduled visits technicians make to a job. When booking a job, an appointment is automatically created. After booking a job, you can add additional appointments if needed. If you're a Construction business, managing appointments enhances pre-project efficiency. > [!TIP] > **Tip:** To help with appointment management for your projects, assign a job type to each phase of your project and for each job add the appointments needed to complete the phase. --- ### #### Who uses this feature - Office employees - Applies to all business types - Applies to all trades #### Feature configuration - The *Create appointments on a job* permission is required to add additional appointments to a job. Please contact the account administrator on your team. ## Things to know - A single appointment is automatically created when you book a new job. - After a job's invoice is posted or exported you can't add additional appointments to the job. - You can't add appointments to a job in a closed accounting period. For more, see [Use Accounting Periods](/v1/docs/use-accounting-periods). - A job can't have more than 365 appointments. If you have a job that lasts longer than a year, book a new job and add it to a project along with the job that has maxed out its appointments. - When you book additional appointments for a job, information from the previous appointment is copied, with the next available work day pre-selected in the *Date* field. > [!TIP] > **Tip:** If your job or construction project requires multiple visits, consider adding multiple appointments at a time to promote efficiency in your workflow. - Your next work appointment is based on how you [set up your business hours](/v1/docs/set-up-business-hours). ## Add permissions to allow employees to create appointments Employees need the *Create appointments on a job* permission before they can add appointments to a job. By default this permission is off. 1. Go to the top toolbar and click **Settings ![A simple icon representing a settings gear.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-gnav-settings-inactive.png)**. 2. In the side panel, click **People** > **Employees**. 3. Find the employee you want to change permissions for and click **Edit**. 4. Click **Permissions**. 5. Select **Create appointments on a job**. ![Checkbox options for managing appointments, property data, and invoice requirements displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-bi9t4f0e.png) 6. When you're finished, click **Save**. ## Add appointments 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **Add Appointment** or use the dropdown to add multiple appointments. ![Scheduled appointments for November 3, 2020, with options to add more appointments.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-7x28g3s3.png) 4. Fill out the appointment details: 1. Click the **Calendar ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-calendar-month.png)** to set *Start Date*. 2. Click the **Clock ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-access-time.png)** to set *Start Time*. > [!NOTE] > **Note:** After you set the scheduled start and end times, the system updates them to reflect the job's real-time arrival and completion. 3. Select **Edit Appointment End Time** to set the duration. 4. Use the **Technicians** dropdown to assign or unassign technicians. 5. Enter or edit any **Special Instructions** for the appointment or click **Clear Instructions** to remove existing instructions. 6. Select **Send Booking Confirmation** if you want to send a confirmation notification to the customer. Separate emails will be sent for each confirmation. > [!NOTE] > **Note:** Booking confirmations must be enabled in **Settings** > **Customer Notifications**. 5. Click **Schedule Appointment**. ![Form to schedule an appointment with required fields and options for confirmation.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-vsl4j69v.png) ## Edit appointments If you need to reschedule an appointment or assign, unassign or reassign a technician you can do it by editing the appointment. 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **Edit** to perform a bulk edit or click the **Pencil ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-edit.png)**to edit a single appointment. 4. Edit the appointment: 1. Click the **Calendar ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-calendar-month.png)** to edit Start Date. 2. Click the **Clock ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-access-time.png)**to edit Start Time. 3. Select **Edit Appointment End Time** to edit duration. 4. Use the **Technicians** dropdown to assign or unassign technicians. 5. Enter or edit any **Special Instructions** for the appointment or click **Clear Instructions** to remove existing instructions. 6. Select **Send Booking Confirmation** if you want to send a confirmation notification to the customer. Separate emails will be sent for each confirmation. > [!NOTE] > **Note:** Booking confirmations must be enabled in *Settings* > *Customer Notifications*. 5. Click **Save Changes**. ![Editing appointment details including date, time, and technician information.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-zua1pah9.jpg) > [!TIP] > **Tip:** On the Dispatch Board, you can reschedule appointments or reassign them to a different technician by dragging the appointment to a new spot. ![List of employees with Jack Turner highlighted and his address displayed.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-tin3qsgs.jpg) ## Remove appointments If there is only one appointment on a job or there are timesheets associated with the appointment, you are not able to remove the appointment. 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **Edit** to remove multiple appointments or click the **Pencil ![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-edit.png)** to remove a single appointment. 4. Click the **Trash![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-delete.png)**in the upper right corner. The appointment card turns grey. 5. Click **Save Changes**. > [!TIP] > **Tip:** To undo this action, click **Restore Appointment**. ![Editing an appointment with options to restore and modify date and time settings.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-sr3na4g8.png) ## Confirm appointments Once the appointment has been confirmed by the customer, you can mark the appointment as confirmed. If you have automated confirmations configured, and the customer replies to your notification the appropriate appointment will be marked as confirmed. 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **More![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-vert.png)**on the appointment you want to confirm. 4. Select **Confirm appointment**. > [!TIP] > **Tip:** To undo this action click **Remove confirmation**. ![Appointment details for Frankie, including date, time, and confirmation status.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-ryym3ymc.jpg) ## Confirm appointments from the Dispatch Board To confirm a job Appointment on the Dispatch Board: 1. Go to the navigation bar and click **Dispatch**. 2. On the Dispatch Board that opens, click the **date** in the top and select the date of the appointment you want to confirm. ![Calendar interface showing May 1, 2025, with a highlighted date selection.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-1e54ydfd.jpg) 3. Right-click the appointment and then select **Confirm**. ![User interface showing actions for confirming and managing tasks for Brian Tran.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-k3kujv3g.png) > [!NOTE] > **Note:** When an appointment is confirmed it turns a darker shade of blue. ![Dispatch board showing employees' clock-in status for February 18, 2021.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-9dmmdbgk.png) ## Put an appointment on hold You can't put a dispatched, working, canceled or done appointments on hold. If you need to hold an entire job, do it from *Job Actions*. 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **More![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-vert.png)** on the appointment you want. 4. Select **Hold/Remove Hold**. ## Mark appointment as done When you mark an appointment as *Done*, all technicians assigned to the appointment with a status of *Working* change to *Done*. Technicians who are in *Dispatched* status will change to *Scheduled*. All other technicians assigned to the appointment stay as *Scheduled*. If the job has a single appointment or it is the last appointment on a job, you cannot change the status to *Done*. You will either have to complete the job or schedule another appointment. **Mark an appointment as *Done*** 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **More![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-vert.png)**on the appointment you want. 4. Select **Mark Appointment as Done**. ![Task management interface showing appointments with options to mark as done.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-81rppu8r.png) ## Reopen an appointment If an appointment is marked as Done in error you can reopen it so that work can be resumed. Any technicians who are in Done status after the appointment is reopened should be dispatched. 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Scroll down to *Scheduled Appointments*. 3. Click **More![](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/icon-more-vert.png)**. 4. Click **Reopen Appointment**. If the job is complete, a warning tells you that you are about to un-complete the job. ![Appointment details showing dates, times, and options to reopen or confirm appointments.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-u0f1u2px.png) ## Complete a job When you complete a job with open appointments remaining on it - *Scheduled* and *Dispatched* appointments will change to *Unused* status. - Appointments with technicians working or paused will change to *Done*. - Appointments on *Hold* will remain on *Hold*. **Complete a job** 1. [Search for the job.](/v1/docs/use-search-in-servicetitan) 2. Click **Job Actions** in the top right corner of the Job Record. 3. Click **Complete Job**. ![Job details for fixture installation in Glendale, including service location and contact information.](https://cdn.document360.io/961862ab-d0f2-4d91-bb62-a62ee8184eff/Images/Documentation/manage-appointments-image-p664zf2n.jpg) You cannot unassign technicians from completed jobs. If the job's invoice has not been posted or exported, you can add more appointments to the job, or reschedule existing appointments. These actions will put the job back into *In Progress* status. > [!NOTE] > **Note:** Completing a job populates the Completed On date on invoices. ## FAQ --- ### #### What is an appointment? Appointments are scheduled visits for a job. When you book a job, one appointment is automatically created. If you need a technician to go out to a job on more than one occasion, you can schedule additional appointments on the same job. #### What are the benefits of appointments? Appointments let you manage multi-day jobs on a single job record without having to book new jobs or reschedule a job every day. All appointments on a job share one invoice, one set of job notes, one estimate, and one job history. This means less duplicate data entry and a cleaner workflow. #### Do I have to use appointments? No, you don't have to use appointments if you don't want to. You can continue with your current multi-day job workflow. All jobs will have at least one appointment by default, but if you don't need multiple appointments, you don't have to add any. #### Do appointments have their own job number? Appointments use the parent job number with a suffix. For example, if the job number is 555, the first appointment is 555-1, the second is 555-2, and so on. #### Do appointments generate their own invoices? No. All appointments on a job share a single invoice. If you need separate invoices for different phases of work, create separate jobs instead. #### How can I prepare for this release and train my staff for the coming changes? We recommend you reference the Appointments Release Change Management Checklist, which is available from ServiceTitan. This checklist helps you prepare your office and field teams for the transition. #### When should we transition to using appointments for multi-day jobs? You choose when to transition. Your current multi-day job workflows remain available, so you can start using appointments at whatever pace works best for your team. #### How do I create an appointment? The first appointment is automatically created when you book a job. To add more appointments, go to the job record and click **Add Appointment**. You need the **Create appointments on a job** permission enabled to add additional appointments. For more, see [Add an appointment to a job](/v1/docs/manage-appointments#add-an-appointment-to-a-job). #### Can you schedule appointments that overlap? Yes. You can schedule overlapping appointments on the same job. Overlapping appointments are dispatched, arrived, and completed independently. #### How far in advance should I schedule appointments on a job? We recommend scheduling appointments ahead of time so that capacity planning is accurate and technicians see the correct closeout options. If a job finishes earlier than expected, any extra appointments automatically become **Unused**. #### If a job will require technicians to go out at different times, should I book my appointments all at once? We recommend scheduling the next appointments ahead of time. This way, when a technician finishes their work on an appointment, they can use **Only Mark Myself as Done** instead of completing the job. This keeps the job open for the next technician's visit. #### Can I remove an appointment from a job? Yes. Click the trash icon on the **Edit Appointment** screen. Removed appointments are logged in the audit trail. You cannot delete the last remaining appointment on a job. #### Why can't I delete an appointment from my job? You cannot delete an appointment if: - It's the last appointment on the job - It's on hold - It has a timesheet - The invoice has been posted or exported #### What if I have already batched, posted, and exported an invoice but need to book additional appointments? Once an invoice is posted, you can't add or edit appointments on that job. If you need additional work at the same location, book a new job. #### Why is an additional appointment automatically created on my job? An additional appointment is automatically created when one of the following happens: - A technician puts the job on hold and reschedules - A technician schedules an additional appointment from ServiceTitan Mobile - Timesheets already exist on the first appointment when a job is rescheduled #### How will I know when a technician has requested an additional appointment? When a technician requests an additional appointment, you'll see the following indicators: - An alert in the Dispatch Board sidebar - The appointment bubble is outlined in red - An alert in the Alerts Tray #### What should I do when a technician requests an additional appointment? Go to the job record and add the appointment. Then remove the alert from the Dispatch Board alerts tray. #### How are APIs impacted? Separate appointment API endpoints are planned for a future release. For current API impacts, see the [appointments release notes](/v1/docs/appointments-release-notes). #### Are appointments factored into the Adjustable Capacity Planning (ACP) calculation? Yes. Each appointment's duration is deducted from capacity on the appropriate days and times. #### Are appointments factored into the Open Capacity calculation? Yes. Each appointment's duration is deducted from capacity separately on the appropriate days and times. #### Why is my multi-day appointment missing from the Dispatch Board? If an appointment is scheduled for more than 30 days, it won't appear consistently on the Dispatch Board. If you book a separate appointment for each day of the job, the appointments will appear on the Dispatch Board as expected. #### What are ghost bubbles, and why do they appear? Ghost bubbles represent a technician who has paused an appointment. They indicate the original appointment the technician was working on before the pause. #### How can I hide ghost bubbles? To hide ghost bubbles, contact [Technical Support](http://go.servicetitan.com/ask) for details. This change requires an account configuration update. #### How do I assign technicians to the same job at different times? Create multiple appointments within the job, select the date and time, and assign the appropriate technician to each appointment. You can schedule multiple appointments on the same day at different times or on different days as needed. #### How do I adjust the length of time and days for multiple technicians on a job? The solution to managing multiple technicians on multi-day jobs is the Appointments feature. A single appointment is created when a new job is booked. After the job is booked, you can create additional appointments if needed. For more, see [Manage appointments](/v1/docs/manage-appointments). ## Want to learn more? - See [Manage technicians on appointments](/v1/docs/manage-technicians-on-appointments) - See [Statuses and actions on jobs and appointments](/v1/docs/statuses-and-actions-on-jobs-and-appointments) - See [Job record overview](/v1/docs/job-record-overview)