DealerX schedule and appointments

Overview

Appointments are visits, test drives, appraisals, deliveries or calls booked on a lead. DealerX → Schedule shows every appointment and open task by day, week or a 14-day agenda, so reps see their day and managers see the floor.

When your plan includes Calendar, each rep is matched to a calendar employee: the Calendar employee in their DealerX profile, or else the calendar employee with the same email. Booking with that rep then offers only the times they're free, based on their connected Outlook or Google calendar or, without one, the hours and busy times entered on the Employees page. DealerX appointments count as busy time, and with a connected calendar the appointment is also written there. A rep with no calendar employee gets a free-form start time, and the appointment lives only in DealerX.

Steps

Book an appointment from the lead

Open the lead. In the right column, find Appointments and click New appointment.
Pick the Kind, who it is With (the lead's rep by default) and the Length (minutes).
Pick a time from Available times (from the calendar), shown in dealership time. A time is listed only when the rep is free for the whole length. Choose Other time… (or, for a rep without a calendar, use Starts) to type a time yourself.
Add a Note for the rep if useful and click Save appointment.

A lead in New or Contacted moves to Appointment Set, with a stage note "Appointment set: …". The next appointment shows in a banner at the top of the lead.

Use the schedule

Go to DealerX → Schedule.
Choose Appointments or Tasks, then Day, Week (Monday to Sunday) or Agenda (14 days).
Pick a Date, or use Previous, Today and Next.
Narrow with Rep, Dealership, Status and Kind. Sales reps start on Mine.
Click a lead number to open it.

New appointment and New task on the schedule ask you to search for the lead first.

Mark the outcome

Once an appointment has started, mark it Showed or No-show on the schedule or the lead. Cancel is available on any open appointment, and Confirmed on future ones from the lead. Cancelling removes the event from the rep's calendar.

The schedule shows how many past appointments still need an outcome.

Reminders

DealerX texts or emails the customer before the appointment. Set how many hours before under DealerX settings → Appointment reminder (hours before) (0 turns reminders off) and edit the Appointment reminder text there. Default appointment length (minutes) sets the length new appointments start with. Reminders only go out while the dealership is open (its business hours), so an early-morning appointment is reminded the evening before. A reminder does not count as a reply: a lead waiting for a reply stays under Needs reply. Customers who opted out get no reminder; a note "Reminder not sent" is added instead.

Tips

In the Tasks tab, the Agenda view lists overdue tasks first. Click Mark done to complete one.
If the calendar write fails (for example a disconnected calendar), the appointment is still saved and a note says "Calendar event not created".
The AI sales assistant can book appointments too; they show "by assistant". See DealerX AI sales assistant.