Learn Mokapen

Appointments Guide

The Appointments area is Mokapen's calendar for planning meetings, client calls, on-site visits, product demos, and internal team meetings. Each appointment has a date and time, organizer, participants, location or video conference, open/closed status, and links to the rest of the CRM (contacts, deals, tickets, tasks).

Access it from the Activities → Appointments menu or from the Appointments page. The default view is Calendar. The Appointments module is available with the Small plan and requires the correct permissions in your organization.

Role in the CRM and processes

An appointment in Mokapen is not just a calendar event: it is a linked record connected to the rest of the system.

• Sales: qualification calls, demos, negotiations — linked to contact, company, and deal.
• Delivery: project kick-off, weekly review — connections to project and follow-up tasks.
• Support: on-site appointment or call linked to a ticket.
• Internal team: stand-ups, one-to-ones, department meetings with Mokapen colleagues.

Practical rule: every appointment with a client or prospect should have at least one contact participant or a connection to contact, company, or deal — so the history remains visible from the client record.

Participants, collaborators, and personal calendar

Appointments have two distinct ways of involving people. Understanding the difference avoids confusion between «who attends the meeting» and «who only needs to see the appointment in Mokapen».

Participants — who attends the meeting

Participants are the people involved in the meeting. You add them in the Data tab of the record, in the Participants field. You can enter three types:

• Mokapen users — team colleagues with an account on the platform (sales, project managers, support…). They will see the appointment in their calendar if they are organizers or participants.
• Contacts — people in the CRM address book (clients, prospects, suppliers). You can search by name or email. If you enter an email not yet in the address book, Mokapen can automatically create a new contact.
• Companies — companies linked to the meeting (for example the client's office). Useful when the meeting involves the organization as a whole, not a single person.

Only the appointment organizer can remove a participant (menu on the participant card → Remove). When creating, editing, or deleting, Mokapen may ask whether to send an email to participants with updated details — useful for notifying external clients of a reschedule or cancellation.

Collaborators — who should see the appointment without attending

Collaborators (Collaborators field in the Data tab, if enabled in your organization) are Mokapen users or teams who need visibility on the appointment but do not necessarily attend the meeting. Examples: the sales manager following the deal but not joining the call; an assistant preparing materials; a manager monitoring team activity.

In summary:

• Participant = person present (or invited) at the meeting; receives email notifications if you send them; appears as a participant on the record.
• Collaborator = team member who needs to see and follow the appointment in Mokapen, without necessarily being among the meeting participants.

With private privacy (lock in the action bar), the appointment is visible only to the organizer, designated collaborators, and involved Mokapen user participants — not to all organization members.

Appointments across organizations — your personal calendar

Unlike tasks, contacts, or deals, appointments are primarily tied to the person, not just the organization you are working in at that moment. If you participate in an appointment created in another Mokapen organization (or if you are the organizer), you still see it in your calendar without switching organization.

By default the Appointments page shows meetings where you are the organizer or a user participant — even if they belong to different organizations. In the top bar, the Users / Teams selector lets you switch to a colleague's or team's calendar (if you have permissions), to see how another member's week is organized.

Each appointment remains linked to the organization that created it (contacts, connections, and settings follow that organization). The benefit for you: one place to consult all commitments, even if you work across multiple Mokapen organizations.

Use cases

• Sales: «Product demo — Acme Ltd» with decision-maker contact, video conference link, connection to pipeline deal.
• Agency: monthly client review with multiple participants and attached report.
• Consulting: on-site appointment with physical address and linked post-visit task.
• Internal: team meeting without external contacts; public or private privacy to limit who can see the appointment.
• From another record: quick creation with Create and connect from contact, deal, or ticket — the appointment is created already linked.

Appointments page — top bar

The main page offers two views: Calendar and List. Top bar:

• Filters (Large plan): opens a panel to narrow appointments by period, organizer, labels, appointment type, participants, and other configured fields. Useful when the calendar is full and you need to find only the month's demos or meetings with a specific client.
• Actions: export selected appointments to file (from List view).
• Views: switch between Calendar (default) and List (Small plan) — sortable table with customizable columns.
• Users / Teams: show a colleague's or entire team's calendar instead of yours. By default you see your appointments (organizer or participant).
• + Appointment: opens the creation modal.

In List view, selecting rows with checkboxes shows the action bar: Clone, Archive, Delete. There is no dedicated bulk edit: individual fields are updated from the appointment record.

Appointment record

Click an event in the calendar or a title in the list to open the side panel. With the Small plan you can open it as a full page (expand arrows icon): same content, more space, and a fixed Save button at the top.

Header: inline editable title, Archived badge if applicable. If the appointment is in trash, a red banner with Restore and Delete permanently (Medium plan).

Action bar

• Status (dropdown): Open or Closed — marks whether the appointment is still active or completed (different from a task with a completion checkbox).
• Priority (flag): Normal or Urgent.
• Privacy (lock): Public (visible to organization members) or Private (only organizer, collaborators, and designated user participants).
• Labels, Color title/record background, Attachments, Sticky notes (Small plan).
• Full page, Copy link.
• + Create and connect: tasks, tickets, deals… already linked to the appointment.

Options menu (three dots)

• Clone: duplicate the appointment; modal to choose whether to copy attachments, connections, comments, updates.
• Archive / Restore (Medium plan): hide from operational views or return to calendar/list.
• Edit record (authorized members): opens appointment field layout settings.
• Delete / Restore (red item): move to trash (Medium plan) or direct deletion (base plan).

Record tabs

• Data: organizer, participants, collaborators, dates, type, video conference, location — see Data tab and Participants and collaborators.
• Connections, Time: see Related sections.
• Additional menu: Marketing, Sync (Google Calendar / Outlook), Updates (record history).

Data tab — main fields

Fields editable inline (pencil icon) or from the record in edit mode:

• Organizer: Mokapen user responsible for the appointment; by default whoever creates it. The main point of contact for the meeting.
• Participants: see Participants and collaborators section.
• Collaborators: users or teams with visibility on the appointment without necessarily attending the meeting — see Participants and collaborators.
• Start date / End date: time range; in the calendar the event occupies the corresponding slot. For single-day appointments set the same day with start and end time.
• Type: categorizes the appointment (call, visit, demo…) — useful for filters and reports.
• Video conference: generated or selected link — Google Meet (with Google Calendar and Meet integration active) or Microsoft Teams (with Outlook Calendar integration). The link is clickable from the record.
• Location: physical address or free text for in-person appointments.
• Description (formatted text, @ mentions to tag colleagues).

With custom fields (Medium plan) the Data tab follows visibility and required rules defined in settings. Attachments and comments complete the record at the bottom of the tab.

Related sections

• Connections — link deals, tasks, tickets, projects, other contacts; opening the contact shows linked appointments.
• Time — log hours dedicated to the appointment (preparation, call, debrief).
• Sync — connection status with Google Calendar or Outlook (if integrations are active).
• Labels and Attachments — like other Mokapen entities.

Appointments do not have a native Checklist tab: for follow-up actions create a linked task with Create and connect or from the Connections tab.

Creating an appointment

Procedure

1. Open the Appointments page (Calendar or List).
2. Click + Appointment (or click an empty slot in the calendar, if available).
3. Enter the title (required).
4. Data tab: set organizer, participants, collaborators if needed, date/time, type, video conference or location.
5. Optional: Connections tab to link contact or deal before saving.
6. Save; if prompted, confirm sending the email to participants.

You can also create appointments from Create and connect on another record, or from connections on contact, company, or deal.

Editing an appointment

Single edit (record)

1. Open the appointment record.
2. Edit inline: title in header, Data tab fields (pencil), participants, dates.
3. Update Status (Open/Closed), priority, labels, privacy from the action bar.
4. In Calendar, drag the event to quickly change date and time.
5. Save; when editing dates or participants you may be prompted to send update emails.

Closing an appointment

From the Status menu in the action bar select Closed when the meeting is over. The appointment remains in history and reports; it does not disappear from the calendar unless archived or deleted.

Deleting an appointment

Delete appointments created by mistake or duplicate test records. Prefer Archive if the meeting is over and you want to keep history and connections without cluttering the calendar and list.

Single deletion

1. Open the record → Options → Delete (red item).
2. Confirm in the modal; optional email to participants.

With the Large plan the appointment goes to the organization's trash (Appointments page → Actions → Appointment trash). From there you can Restore or Delete permanently. If you open an appointment already in trash, a Restore / Delete permanently banner appears.

On the Free plan (without Large plan) deletion is generally permanent immediately after confirmation, with no trash — check your organization's permissions.

Bulk deletion

1. List view → select with checkboxes.
2. Click Delete (red button) → confirm.

Archiving an appointment

Archive is for completed appointments that should no longer appear in the operational calendar and list, while keeping connections and history.

Archive a single appointment

1. Record → Options → Archive (Medium plan) → confirm.

Archive multiple appointments / restore

• Bulk: List view → select → Archive in the action bar.
• Restore: open the record (e.g. from Connections tab on a linked contact) → Options → Restore from archive. Archived appointments do not appear in standard calendar and list views.

Cloning an appointment

Useful for recurring meetings with the same structure (same attachments, same CRM connections).

Single clone

1. Record → Options → Clone.
2. Modal: title (with «copy» suffix), choice to copy Attachments, Connections, Comments, Updates.
3. Confirm; update dates and participants on the new appointment.

Bulk clone

1. List → select → Clone → options → confirm.

Appointment views

Calendar (default)

Grid view for day, week, or month: each appointment appears in the slot corresponding to its date and time. Click the event to open the record. Ideal for seeing at a glance how the week is organized and spotting overlapping meetings. You can drag an event to move it to another date or time. Filters and the Users/Teams selector remain active: by default you see your appointments, even if created in different organizations.

List (Small plan)

Tabular list with customizable columns (title, dates, organizer, type, labels…). You can search and sort by column, select multiple rows, and use Clone, Archive, Delete actions. Export data from the Actions menu.

Filters

• Advanced filters (Small plan): narrow by period (start/end dates), organizer, labels, appointment type, participants, and custom fields. Example: «all quarter demos with Sales label».
• Users / Teams: switch from your calendar to a colleague's or entire team's, if authorized.

Appointments settings

From Appointments settings (authorized organization members):

• Fields: list of standard and custom fields (Medium plan).
• Record: order and visibility of fields in the record and creation modal.
• List and columns: default columns for List view.

Align appointment type and required fields before commercial rollout (e.g. mandatory type for reports).

Appointment reports

The Appointment Reports section (Large plan) summarizes appointments you have access to based on role and organization permissions: you see only authorized records and fields. Use it for meeting load analysis, sales calls, and export — for day-to-day planning use Calendar and List.

• Dashboard: charts by labels, type, organizer, collaborators, open/closed status, deadlines, hours.
• Report list: analytical table with filters and export.
• Gantt chart: timeline by period and organizer.

Use reports to measure sales calls by department, completed vs still open appointments, and meeting load per week.

 

Recommended processes

• Pre-sales: demo appointment → deal and contact connection → follow-up task within 24 hours.
• Client kick-off: kick-off with client participants → linked project checklist tasks.
• Calendar sync: connect Google or Outlook and check the Sync tab; avoid double bookings.
• Monthly cleanup: archive appointments closed for more than 90 days; delete duplicate drafts.
• Notifications: always send the update email on reschedule or cancellation to external contacts.

Combine appointments with Contacts, Deals, and Tasks for a coherent sales and operational workflow.