Freshworks CRM enables you to add an appointment that automatically notifies all the attendees and related contacts about the time, venue, and purpose of the appointment before it commences. You can also add people outside of Freshworks CRM to attend the appointment by entering their email address. They are not only invited to the appointment but are added as contacts as well. 

You can also set the appointment in the time zone of the related contact for their convenience. Freshworks CRM automatically displays the appointment in the equivalent time of your time zone and saves you the trouble of having to calculate the difference in time.


Activities Dashboard

  1. Go to Activities Dashboard

  2. Click Add appointment

  1. In the Add appointment overlay, give a suitable title for the appointment. This is a mandatory field.

  2. To set the appointment for the entire day, enable the All Day toggle. By default it's disabled. (Default duration: 9 a.m to 6 p.m). 

  3. Using the date picker, choose the date and time for the appointment to begin and end. Your current date and time is displayed by default. The time can be chosen in hours and in intervals of 15 minutes. 

  4. Choose the time zone of the related contact.

  5. Enter the location (city/venue) in the Where field.

  6. Describe the purpose of the appointment in the Description. This is to help other users understand the appointment better.

  7. Search for the contact, account and deal you want this appointment associated with in the Related to search box and choose from the search results that appear.

  8. The Attendee is by default the user creating the appointment. 

    • However, you can change the owner to another user if you please, by clicking the remove icon beside the attendee and choosing a different user from the Attendee dropdown.

    • You can invite other users to an appointment by including the names of the users under Attendees. You can have any number of users as Attendees

    • You can also invite people outside Freshworks CRM by entering their email addresses in Attendees. They are added as new contacts and invited to the appointment as well.

  9. Click Save

Details page of contacts and accounts

Select Appointment > Add Appointment on the details page of a contact or account to add an appointment.

List view page of contacts and accounts

On the list page of a contact or account, click the three dots icon and select Add Appointments to add an appointment.

After a Phone call

  1. Go to Conversations > Phone > All Phone Calls (You can choose Voicemail to add appointments specifically from voicemails)

  2. Select a call log from an existing contact, click the More button and choose Add appointment.

Quick Add button

Click the + Quick Add button > Add appointment


Additionally, a notification email is sent to you when,



Email is sent to

New appointment is created


Task is edited (Addition of an attendee)

New attendee

Task is updated (Change in date)


Note: On conclusion of an appointment, an outcome can be added in the appointment overlay as Interested, Left message, No response, Not interested or Not able to reach.