About scheduler appointments in Wedy Pro

When a client books a time slot through your scheduler — whether from your website, a shared link, or the embedded widget — Wedy Pro handles everything behind the scenes. The appointment lands on your calendar, confirmation emails go out to both you and your client, and the booking details are ready to view from your Wedy Pro dashboard.

This article walks through where your scheduler bookings appear, how to manage appointments day to day, and how those bookings connect to the rest of your CRM workflow.

Where scheduler bookings appear

Navigate to Schedulers in the sidebar (under the CRM section) to see your list of schedulers and their status. Every confirmed scheduler booking shows up in two places inside Wedy Pro:

Calendar — Navigate to Calendar in the sidebar to see all your appointments alongside meetings, project events, and synced external calendar entries. Scheduler bookings appear as their own event category, making them easy to spot among your other commitments.
Connected external calendar — Because your scheduler relies on your connected calendar for real-time availability, confirmed bookings automatically sync back to your external calendar (Google Calendar, Outlook, or iCloud). The appointment appears as a calendar event with the client's name, meeting type, and any conferencing details.

The Calendar sidebar filter panel includes a Schedulers section with a toggle for each of your active schedulers. Use these toggles to show or hide specific scheduler bookings in your calendar view — helpful when you manage multiple schedulers for different appointment types.

How to view appointment details

To review the details of a scheduler booking, open Calendar from the sidebar and click on the appointment event. The event popover displays:

Client name and email — The contact information your client entered on the booking form.
Date and time — When the appointment is scheduled, displayed in your timezone.
Duration — The length of the meeting as configured in your scheduler.
Meeting type — Video conference, Phone call, In-person, or Custom, along with the location or conferencing link.
Custom question responses — Any answers your client provided to the custom questions you added to your scheduler's invitee form.

You can switch between Month, Week, Day, and Year views to find the level of detail that works best for your schedule. The Week and Day views are especially useful for seeing exactly how appointments fit between your other commitments.

Confirmation emails and reminders

When a client completes a booking through your scheduler, Wedy Pro automatically sends a confirmation email to both you and your client (provided the Send confirmation email toggle is enabled in your scheduler's Booking settings). The confirmation includes the appointment date, time, duration, meeting type, and any conferencing link.

If you configured reminders when setting up your scheduler, your client (and optionally you) will receive reminder emails before the appointment. Each scheduler supports up to 2 reminders, which you can set in minutes, hours, days, or weeks before the meeting.

For example, a wedding photographer who books 30-minute portfolio review calls might set one reminder 24 hours before and another 1 hour before — keeping the consultation top of mind for both parties.

Rescheduling and cancellation

Wedy Pro gives your clients the ability to reschedule or cancel their own appointments — no back-and-forth emails required. Both options are controlled by toggles in your scheduler's Booking settings section:

Allow rescheduling — When enabled (on by default), your client can pick a new date and time from your available slots directly from their confirmation email or booking reference page.
Allow cancellation — When enabled (on by default), your client can cancel the appointment. The cancelled booking is removed from both your Wedy Pro calendar and your connected external calendar.

If you need to cancel on your end, manage the booking through your Wedy Pro calendar or contact your client directly to reschedule.

Check your Booking settings to ensure confirmation emails are enabled so you stay informed about appointment changes.

To disable either option for a specific scheduler, open the scheduler's settings by clicking the three-dot menu (⋮) on the scheduler card and selecting Edit. Expand the Booking settings section and toggle Allow rescheduling or Allow cancellation off.

How scheduler bookings connect to your CRM

Scheduler bookings don't exist in isolation — they tie into Wedy Pro's broader CRM workflow. When a new client books through your scheduler, Wedy Pro creates a lead record so you can continue the relationship beyond the initial appointment.

From there, the typical flow looks like this:

A client books through your scheduler and a Lead is created in your CRM with the client's contact details.
After the appointment, you follow up — send a proposal, share a contract, or move the lead forward in your pipeline.
When the client is ready to commit, you convert the lead into a Project to manage the full engagement: documents, tasks, payments, and timeline.

This seamless connection means your scheduler isn't just a booking tool — it's the front door to your entire client management process.

Automate your post-booking workflow

Wedy Pro's Automations feature can trigger actions when a scheduler booking occurs. For instance, an event planner managing initial consultation calls could set up an automation that sends a welcome email with a questionnaire the moment a client books — no manual follow-up needed.

Automations support scheduler-related triggers, so you can build workflows that fire based on scheduler booking events. Pair these triggers with actions like sending an email, creating a task, or moving a project stage to keep your pipeline moving without lifting a finger.

To explore automation triggers and actions, visit Automations in the sidebar under the CRM section.

Tips for managing multiple schedulers

Name each scheduler clearly — Use descriptive names like "30-Min Portfolio Review" or "Wedding Consultation Call" so you can quickly identify which scheduler generated each booking on your calendar.
Use the Availability Overview — Navigate to Schedulers in the sidebar and click Availability overview in the header. This monthly calendar view shows your combined availability across all active schedulers in one place, making it easy to spot gaps or overlaps.
Toggle schedulers on and off seasonally — If you only offer certain meeting types during peak season, use the Turn Off option from the three-dot menu to temporarily deactivate a scheduler without deleting it. Reactivate it later with Turn On.
Set buffer times between appointments — Enable buffer time in your scheduler's Booking settings to add breathing room before and after each meeting. This prevents back-to-back bookings and gives you time to prepare or wrap up.
Filter your calendar view — Use the Schedulers section in the Calendar sidebar filter panel to show or hide bookings from specific schedulers. This keeps your calendar clean when you only need to focus on one type of appointment.

Frequently asked questions

Where do I see all my scheduler appointments?

Open Calendar from the sidebar. Scheduler bookings appear alongside your other events. Use the Schedulers section in the sidebar filter panel to show or hide appointments from specific schedulers.

Does my client receive a confirmation when they book?

Yes. When the Send confirmation email toggle is enabled in your scheduler's Booking settings (it is on by default), both you and your client receive a confirmation email with the appointment details, including any conferencing link.

Can clients reschedule or cancel on their own?

Yes, if you have Allow rescheduling and Allow cancellation enabled in your scheduler's Booking settings (both are on by default). Clients can reschedule to a new available time or cancel the appointment from their booking reference page.

Do scheduler bookings sync to my external calendar?

Yes. Because your scheduler uses your connected calendar for availability, confirmed bookings sync back as calendar events. This works with Google Calendar, Outlook, and iCloud.

Can I set up automations that trigger when a client books?

Yes. Wedy Pro's Automations support scheduler-related triggers. You can build workflows that fire based on scheduler booking events and pair them with actions like sending an email or creating a task.

How many schedulers can I create?

You can create up to 10 schedulers per account. Each scheduler can have its own name, duration, meeting type, availability, and branding.