Create an Appointment

Use this page to schedule a new inspection appointment. You’ll choose the date/time and location, select the customer, and optionally add additional contacts such as agents or additional customers.

Step-by-step

1. Set the date and time: choose a start and end time. If you clicked a time slot on the calendar, these will be pre-filled.
2. Confirm the timezone: make sure it matches the appointment location.
3. Select the primary customer: this is required. The primary customer receives key messages and action links (pay/sign) by default.
4. Add additional contacts (optional): add additional customers or business contacts and assign a role.
5. Enter the address: this is the inspection location and is included in appointment details.
6. Add entry instructions (optional): gate codes, lockbox info, parking notes, or anything needed for access.
7. Add internal notes (optional): private notes only visible to you.
8. Create: click Create to schedule the appointment.

Contact roles (what they mean)

• Primary customer: main customer recipient for reminders, invoices, and contracts.
• Additional customer: additional recipient who may also pay/sign depending on your settings.
• Agent/Seller/Other: business contacts who typically receive status updates (and may receive payment/contract messages only if you enable them).

Notifications when creating

After you create the appointment, SwiftReporter may ask if you want to send an initial confirmation notification to the contacts. You can send it immediately or skip it.

What to do next

After creation, open the appointment detail page to:

• Link or create an inspection
• Send a contract (if required)
• Create and send an invoice (if you collect payment before the inspection)

Tips

• Always double-check the timezone to avoid reminder timing issues.
• Use Entry Instructions for anything the customer should see; keep Internal Notes private.
• Add all relevant contacts up front so the right people receive updates automatically.