Create or receive an external contact appointment
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
This guide explains how a public or client booking becomes an external appointment associated with contact details and a pending or approved workflow.
What you’ll accomplish
Understand how a public or client booking becomes an external appointment associated with contact details and a pending or approved workflow. It uses Pixie CRM's permission-aware appointment, availability, status and integration flow rather than an unconnected diary entry.
How it works
The public controller validates the submitted service, provider, date, time, availability, contact data, terms and optional reCAPTCHA before creating the record.
External source identifies a booking initiated outside the staff create form; the contact may be a logged-in customer or supplied visitor details according to configuration.
After creation, the record follows the configured approval, notification, calendar and optional invoice rules.
Follow these steps
- Go to the published booking form or the client portal booking action.
- Select an active service and available provider.
- Select an offered date and time slot.
- Complete contact, subject, description, location, terms and verification fields.
- Submit and use the returned appointment link or portal page to review the booking.
Settings to check
Check it worked
After this workflow completes, Pixie CRM keeps the appointment and its supported relationships connected. Reopen the appointment and verify the saved status, date, timezone, customer or lead, service, provider, attendees, reminder state, calendar or meeting reference, invoice reference and history that apply to this feature. External email, SMS, Google, Microsoft or payment outcomes must be checked separately from the Pixie CRM database save.
- Open the saved appointment and confirm the final status and source.
- Check the participant, provider, timing and timezone from the full detail page.
- Review the relevant table filter, calendar, history, report or linked invoice instead of relying only on a success message.
Common mistakes to avoid
- A displayed slot can become unavailable before submission and must be revalidated.
- Guest details should be checked before staff approval.
- Do not assume an external booking has an invoice unless all automatic invoice conditions are met.
- Use the least destructive correction and retain the appointment history when the booking existed operationally.
- Never bypass a permission, availability, approval, client-access or verification control by changing an unrelated route or setting.