Calendar & Appointments

Overview

The Calendar at a glance

The Calendar page shows all appointments across your team in a weekly or daily view. Appointments created by your AI receptionist over the phone appear here automatically alongside those you create manually.

Real-time updates

Appointments update live — when the AI books a call with a customer, it appears on the calendar immediately.

Team visibility

Owners and admins see all team members' calendars. Filter by member using the dropdown at the top.

Availability check

When booking, the form shows real-time availability status for each team member based on their connected calendar.

Appointment colour coding

Colour	Meaning
Blue	Google Calendar event synced to Nexwin
Teal	Nexwin appointment (created by AI or manually)
Red	Cancelled appointment

Booking

Creating an appointment

You can manually book appointments in addition to those your AI creates automatically over the phone.

1

Click "New Appointment"

Click the + New Appointment button in the top-right of the Calendar page, or click directly on an empty time slot in the calendar grid.

2

Fill in customer details

Enter the customer's name, email, and phone number. These are used to send confirmation messages.

3

Set the date, time & duration

Use the date picker to select the appointment date and start time. Set the duration in minutes.

4

Choose a host & meeting type

Select the Primary Host (team member) from the dropdown. Choose Online or In-Person as the meeting type. If Online and the host has Zoom connected, a meeting link is generated automatically.

5

Save the appointment

Click Create Appointment. The appointment appears on the calendar and a confirmation is sent to the customer.

Booking

Asset bookings

Accounts whose business type is Hotel, Accommodation, or Rental book assets — rooms, sites, vehicles, equipment — instead of team-member appointments. Those bookings appear in this same Calendar.

The resource filter lists your assets. On an asset-only account it reads All Assets.
With an asset selected, + New Appointment becomes New Booking, and clicking a day cell opens the booking form for that asset.
Multi-night stays show in an all-day banner above the hourly grid, so a booking spanning several nights is visible on every day it covers.
Editing a booking's dates reschedules it in place and emails the guest. Availability is re-checked, so you cannot move a booking onto dates where the asset's pool is full.
Any active team member can create a booking here, even though asset setup itself is owner and admin only.

Setting up assets Assets are defined on the My Assets page — booking types, quantity pooling, and check-in times are all covered there.

Online Meetings

Zoom integration for video appointments

When you set the meeting type to Online and the assigned host has their Zoom account connected, Nexwin automatically creates a Zoom meeting and stores the join links in the appointment.

Prerequisites for Zoom meeting links The host must have connected their Zoom account via My Account → Connect Zoom. See the Zoom Connect guide for setup instructions.

If the host does not have Zoom connected, a yellow warning will appear in the booking form. The appointment will still be saved — just without a video link.

Calendar Sync

Connecting Google Calendar or Outlook

Each team member can connect their personal calendar so that existing events show up as busy slots and AI-booked appointments sync back to their calendar.

1

Go to My Account → Calendar

Navigate to My Account in the sidebar and select the Calendar tab.

2

Connect Google or Outlook

Click Connect Google Calendar or Connect Outlook Calendar and complete the OAuth authorization flow.

3

Availability syncs automatically

Once connected, the Calendar page shows your existing events as blue events. The booking form also shows "(Busy)" next to your name when you have conflicts.

Editing & Cancelling

Managing existing appointments

Click any appointment in the calendar grid to open the detail panel. From there you can edit details or cancel the appointment.

Action	Description
Edit appointment	Click the pencil icon to change the time, host, customer details, or meeting type. Changing from in-person to online will generate a Zoom link if the host has Zoom connected.
Cancel appointment	Click Cancel Appointment. A multi-step verification flow confirms the cancellation and notifies the customer.
View call recording	If the appointment was booked by the AI, a link to the call recording may appear in the detail panel.

Cancellations are permanent Cancelled appointments cannot be reinstated. If a customer needs to reschedule, create a new appointment instead.

Permissions

Who can do what

Action	Owner / Admin	Team Member
View all appointments	✅ All members	✅ Own appointments only
Create appointments	✅	✅
Edit any appointment	✅	✅ Only their own
Cancel any appointment	✅	✅ Only their own
Filter by team member	✅	❌ (sees own only)

← All Help Topics Zoom Connect Guide → Open Calendar →