Appointments | User Documentation | Striven

Scheduling & Communication


Support Guide

  • Overview


    This Appointments Guide will explore the ways Striven helps manage your Company’s Appointments and scheduling needs. With features that allow you to create links to share with External Contacts to schedule Appointments with you, the ability to create Tasks from Appointments, and the options for setting your Company’s Holidays, Striven can help you maintain your day-to-day workflow by keeping track of your time and availability. 

    Read this guide if you are trying to:
    ✔ Establish and set your Appointment Types and Locations.
    ✔ Configure your External Appointment Links.
    ✔ Create Tasks from Appointments.

  • Appointment Setup


    How to Set Up and Create Appointments in Striven

    You can use Appointments in Striven for your Company for both internal and external purposes. There are two ways to create an Appointment in Striven. One way is to create a Meeting Request, which will allow you to send a link for external Contacts to select a date and time from the internal attendee’s open availability. Once a Contact selects a date and time, Striven will create an Appointment on the meeting attendee’s Calendars. Another way is to create an Appointment for all attendees, whether external or internal. Once a user creates an Appointment, all internal attendee’s Calendars will feature the Appointment to remind them of their attendance in the meeting. If the integration with Google or Office 365 is turned on and synced, the Appointment will appear in the meeting attendee’s Google or Office 365 Calendars as well as inside of Striven. The sections below will help explain how you can configure and create Appointments inside of Striven.

  • Appointment Types


    In Striven, you can schedule Appointments for yourself, Customers, and other Employees which will appear on their Striven Calendars. There are many functions within Appointments, but one option you can utilize to better organize them is Appointment Types. With Appointment Types, you can note a default duration, allow Candidate associations, and more. Below is a screenshot illustrating how you can add Appointment Types and a list describing what options you can configure there.

    To view Appointment Types, you can search for Appointment Types using the Striven Search, or follow the navigation steps below:

    Company → Settings → Employees → Appointments → Types

    When on the Appointment Types list, you have a number of Actions you can perform. These actions are listed in alongside the image below:

    1. Add: Using the Plus icon allows you to add a new Appointment Type.
    2. Search: When the Magnifying Glass icon is selected, a user can search through the list of Appointment Types by Name and Status.
    3. Type: Lists the Appointment Type’s configured icon and Name.
    4. Deactivate: The Trashcan icon will allow you to deactivate a specific Type from the list.

    When adding a new Appointment Type, you can use the following options to configure the new Type:

    1. Appointment Type: The name of the Appointment Type. This will be displayed in the Appointment Type List to choose from when adding a new Appointment.
    2. Default Duration: Allows you to choose how long these Appointments should last on average. When adding a new Appointment of this type, the times will adjust based on the duration set here. The option to override while setting an Appointment is available.
    3. Type Options: There are some options located here including the following:
      • Do not show on workload calculations: Excludes these Appointments from workload calculations for Employees. Workload calculations will appear when reporting on Employee workloads using either Dispatch or Workload Management tools in Striven.
      • Allow Candidate Associations: Allows you to associate Candidates to the Appointment.
    4. Icons: Shows on Appointments on personal Calendars to allow for an “at a glance” identification of the type of Appointment it is.
    5. Reminder Settings: These options allow you to configure the Reminder settings for an Appointment.
      • Enable Text Reminders: Clicking this blue link gives you the option to add text reminders to an Appointment. SMS settings for your system must be configured to enable this feature.
      • Send Reminders to External Attendees: Checking this box allows you to have reminders sent to all attendees that are not employees.
      • Send Reminders to Internal Attendees: Checking this box allows you to send reminders to attendees that are employees.
      • Note: Any updates made to the Reminder settings will only be applied to Appointments created moving forward, and will not impact any Appointments currently booked.

  • Appointment Resources


    Appointment Resources represent rooms, offices, or reserved items used for Appointments. When adding a Resource, you can choose Appointment Resources that have been added in your Striven system. With Appointment Resources, you can also choose whether the system checks for scheduling conflicts upon saving an Appointment. If conflicts are found, Striven will warn you and show possible options to solve conflicts, including choosing a different date, time, or Resource. Below is a screenshot of how Appointment Resources appear in the settings. To view or add Appointment Resources, you can use the Striven Search or follow the navigation steps below:

    Company → Settings → Employees → Appointments → Resources

    1. Resource Name: The name of the Appointment Resource, which will appear in the drop-down menu when selecting a Resource for a new or existing Appointment.
    2. Check for Conflict: Checks for any conflict with the room or item availability when an Appointment is created. Once choosing a date, time, room, and attendees, this function will notify you of any conflict and present options to resolve the conflict. This includes choosing another day, time, or Resource.
    3. Short Description: Adds a brief description of the Appointment Resource and can also view the history of changes made to the description.
  • Holidays


    Holidays provide Time Off to all Employees in Striven automatically and block off each Employee’s day for that Holiday. You can enter all observed Company Holidays that entail Time Off into your Striven system to enable this workflow. This prevents Employees from submitting Time Off requests for a day your Company’s Holiday policy has entitled them to have off. To create Holidays in Striven, you can use the Striven Search or follow the navigation steps below:

    Company → Settings → Company → Holidays

    1. Holiday Date: Allows you to select a Calendar date for which the Holiday occurs in the coming year.
    2. Holiday Name: The name of the Holiday that you are adding to Striven.

    Once you create a Holiday in Striven, each Employee’s Calendar that includes a Holidays Event will have an Appointment for the appropriate day. This allows all Employees to have the day off without creating any conflicts on their Calendars. Below is an example of a Calendar with a Holiday present:

Creating Appointments

  • Creating Appointments


    Having the ability to quickly schedule an Appointment or Meeting is important to anyone who is trying to keep their business running smoothly and engage with Employees to ensure their workflows are efficient. Recognizing this need, Striven provides a couple of straightforward ways to create Appointments with other Employees.

    Quick Add Menu Option

    One way to create an Appointment is by clicking on the Quick Add menu on the top right of the Striven page and selecting Appointment under the Employees section of the list. This will direct you to the Add Appointment page where you can fill in all the relevant information needed for the Appointment.

    Striven Calendar Option

    Creating Appointments is also quite simple when using the Striven Calendar. This can be accomplished by navigating to either your own Calendar or the Employee’s Calendar with which you want to schedule the Appointment.

    • Note: If you do not have your Striven Calendar configured, you will want to do that first. Those steps are explained in detail in the Striven Calendar Guide.

    To view the Striven Calendar, select Calendar from the Profile Menu in the top right of the page.

    Once your Calendar loads, you can select a time block on the date you wish to schedule the Appointment and click Add Appointment.

    • Note: Depending on your Calendar’s Events configuration (which will be explained further in the Striven Calendar Guide), your scheduling options may differ from this example. For example, you may see alternative options such as Add Time Off or Add Task when selecting the time block. You can ignore those when scheduling an Appointment.

    When Add Appointment is clicked, you will be taken to the Add Appointment page where you can fill in all the relevant information needed for the Appointment.

  • Meeting Details


    The first section you’ll see on the Add Appointment page is the Meeting Details section. This is where you will select if you want to create an Appointment or a Meeting Request.

    Meeting Requests allow Attendees to select a time best for them within a suggested time frame set by the Organizer of the meeting. A Meeting Request has most of the same configuration options as setting an Appointment, except it does not provide the option to select the Location or a Resource. You have the option to select the duration of the Meeting Request and provide a date range to choose from, but the actual date/time selection is left to the Meeting Request recipient.

    An Appointment is scheduled for a set date and time, and an Attendees’ availability can be viewed before setting the Appointment to ensure the date/time selected is ideal for all parties involved. Creating an Appointment gives you the options to enter the Subject of the Appointment, the Appointment Type, Appointment Location, associated Resources, meeting time and duration, as well as if you wish to set a Buffer Time or show Tentative Appointment time slots as available.

    1. Subject: The title or name of the Appointment. This is how the Appointment will display on your Calendar for identification.
    2. Type: Allows you to select the Appointment Type from a drop-down list of Appointment Types saved within your Striven system. Appointment Types will determine the default length of the Appointment, whether to include workload calculations, and whether to allow Candidates to join as Attendees.
    3. Location: Allows you to select a Location for your Appointment from a drop-down list of Company or Customer Locations saved within Striven. You can also use the Magnifying Glass icon to search for an address using Google.
      • Note: Your Company’s Primary Location will be displayed at the top of the list by default. If you have multiple Company Locations, they will be displayed alphabetically following the Primary Location. If you have a Customer or Vendor associated with the Appointment, the Customer/Vendor locations will be displayed following the Company results.
    4. Resource: Allows you to associate a Resource with the Appointment. Appointment Resources can be anything from locations within your Office, like conference rooms or Employee offices, additional Company branches or offices, or items such as projectors and company vehicles.
    5. Private: Allows you to set the Appointment as Private. The only Appointment Information that is displayed publicly is the date/time (as it shows on the Calendar during its scheduled time slots) and the Attendees. Only Attendees will be able to see the Subject of the Appointment, the Type, Location, Description, and other Attendees. Only the Attendees can make changes to a Private Appointment.
    6. Tentative: Enables you to mark the Appointment as Tentative so that if the option to show Tentative Appointments as Available is selected, these Appointments can be scheduled over or “double-booked”. This identifies the Appointment as flexible and/or able to be rescheduled if the time is needed otherwise.
    7. Meeting Start Date/Time: The date/time the Appointment is scheduled to begin.
    8. Meeting End Date/Time: The date/time the Appointment is scheduled to end.
    9. Buffer Time: Increments of additional time that can be added to an Appointment at the beginning or end to allow for extra time needed to prepare for or travel to an Appointment.
    10. Show Tentative Appointments as Available: Enables you to schedule an Appointment when there’s a Tentative Appointment on an Attendee’s Calendar.

    If you wish to edit your Appointment Types, Resources, or Locations, please review your system settings by navigating to Company → Settings → Employees → Appointments and selecting the related setting.

  • Description


    The Appointment Description field provides you with the space to include a Note about your Appointment. This is a useful feature for supplying the Attendees with the Appointment’s purpose, related hyperlinks that may be needed for easy access or sharing, or even meeting links and/or phone numbers required for conference calls.

    This area of the page also provides the option to Add the Organizer’s Meeting Information to the Description. As long as the Appointment Organizer has their Meeting Link & Join Meeting Info saved in their My Info page, this information will automatically be included in the Notes section of the Appointment.

  • Add Customer/Vendor and Attendees


    This section of the Add Appointment page provides the ability to associate the Appointment to a specific Customer/Vendor. This in turn will make Contacts for that particular Customer/Vendor available for selection as Attendees for the Appointment. To add an already existing Customer/Vendor or Attendee, just click and start typing their name in the corresponding field.

    If the Customer/Vendor is not already saved in your system, you can click the Plus icon (+) to add them from the Add Appointment page. You can also add an Employee or Contact as Attendees the same way.

    Appointment Organizer

    The green dot on the Attendees List indicates that individual is the Organizer of the Appointment. This can be changed to another Attendee by clicking on the faded dot on another Attendee’s row to make them the Organizer.

    This comes in handy when you’re trying to schedule an Appointment for another Employee without including yourself (the Organizer by default for Appointments created by you) in the Appointment. Once you have switched the Organizer to the appropriate Attendee, you can then remove yourself from the Appointment using the Remove icon.

    Viewing Events with Attendees

    When viewing Appointments, Tasks, and Opportunities that have been placed on the Calendar, Events will display the Attendee images depending on the number of Attendees.

    1. Events with Less Than Five (5) Attendees: If the Event has less than five (5) Attendees, the Attendee’s images will display in the upper right corner of the Event.
    2. Events with Five (5) or More Attendees: If the Event has five (5) or more Attendees, the Event will display no Attendee images.

    Note: If the Event is marked as Private, only Attendees will be able to view other Attendee’s images. No images will display to users not associated with the Event.

  • Recurring Appointments


    Recurring Appointment Settings

    If you need to make an Appointment that will repeat on a regular basis, such as a weekly staff meeting, a monthly conference call, or a yearly event like a birthday or anniversary, you can click the Edit Recurrence Settings button located beneath the Attendees section.

    Clicking on this button will trigger a popup for Recurrence Settings that will allow you to configure the details of the recurrence. The popup settings options will be different depending on the Frequency you select.

    Daily Recurrence Settings have the following options:

    1. Starts On: Designates the day on which the recurrence should begin.
    2. Recurs: Designates whether the Appointment will recur every weekday, or a selected number of days.
    3. Ends On: There are 3 options available.
      • No End Date: The recurrence will continue indefinitely.
      • End After: The recurrence will end after a specified number of occurrences.
      • End By: Allows you to select a specific date by which to end the recurrence.

    Weekly Recurrence Settings have the following options:

    1. Starts On: Designates the day on which the recurrence should begin.
    2. Recurs: Determines how many weeks between recurrences and allows you to select the day(s) of the week for the recurrence.
    3. Ends On: There are 3 options available.
      • No End Date: The recurrence will continue indefinitely.
      • End After: The recurrence will end after a specified number of occurrences.
      • End By: Allows you to select a specific date by which to end the recurrence.

    Monthly Recurrence Settings have the following options:

    1. Next Date: Determines the next date the recurrence will be scheduled.
    2. Recurs: Provides the options of selecting the recurrence by the date of every month or by selecting the day of the week of every month.
    3. Ends On: There are 3 options available.
      • No End Date: The recurrence will continue indefinitely.
      • End After: The recurrence will end after a specified number of occurrences.
      • End By: Allows you to select a specific date by which to end the recurrence.
    • Note: Recurrences will only schedule as far in advance as your Lead Creation Time for Recurring Calendar Entries allows. For example, if your Lead Creation Time is set for 30 days and your recurrence is every 6 weeks, the recurrence will not schedule/display until it falls within that 30-day Lead period.

    Editing Recurring Appointments

    The first instance of a Recurring Appointment is designated as the Master Appointment. As such, making edits to Recurring Appointments within that recurrence pattern can have different outcomes based on the changes made.

    For example, if you update the recurrence pattern of a Master Appointment, all related recurrences will be cancelled and new ones will be created based on the new pattern, but if you change one Appointment instance within a Recurring Appointment and select to only apply the changes to that particular appointment, that Appointment breaks off from the Recurring Appointment pattern as a singular Appointment and the rest of the Recurrences will continue as per the original recurrence pattern.

    If you then edit the recurrence settings on the singular Appointment you just created from the Recurring Appointment, that will create a whole new string of recurrences and the singular Appointment will become the Master Appointment for those recurrences. This Recurring Appointment will be completely separate from the original Recurring Appointment.

    In order to cancel all recurrences of an Appointment, you will need to do so through the Master Appointment’s recurrence settings. Viewing the Audit Log on one of the Recurring Appointments will tell you which Appointment is the Master Appointment for that recurrence pattern so that you can view and edit the correct Recurring Appointment.

    • Note: Recurring Appointments that have had the recurrence settings changed multiple times will reference multiple Master Appointments in the Audit Log.
  • Appointment Reminders


    Striven has Appointment Reminders that notify Attendees of a scheduled Appointment in a variety of ways. There’s a reminder feature that works with Google Chrome via a popup notification which appears 15 minutes before the Appointment. There is also the option to set SMS/Text Message and/or email reminders. The email and text message reminders can be configured at both the Appointment Type level (with the necessary User Role permission) and the Appointment level in your Striven system.

    • Note: Appointment level reminders will override Appointment Type level reminders.

    In order to utilize the SMS/Text Message reminder option, you will need to have the phone number configured for all Attendees and will need to have the Twilio Integration activated in your Striven system. Provided that your User Role has the “SMS/Text Message Settings” permission, you can review the Twilio Integration settings by navigating in Striven to Company → Settings → Integrations → SMS/Text Messaging → Twilio.

    Appointment Type Level Reminders

    To edit/configure the reminder settings at the Appointment Type level, your User Role will need to have the “Appointment Types and Locations – Add/Edit” permission included.

    On the Appointment Type level, there are two options at the bottom of the Basic Info section to Send Reminders to External Attendees (Contacts or Candidates) and/or Send Reminders to Internal Attendees (Employees).

    • Note: Appointment reminders set at the Appointment Type level will only apply to new Appointments created after the reminder settings are saved, and will not be applied to existing Appointments.

    The following options can be configured at this level:

    1. Send Reminders to External Attendees: Reminder messages will be set based on the configuration to all Attendees that are not Employees.
      • Select when to send the reminders: Choose to send reminders to Contacts or Candidates 7 days, 1 day, 1 hour, or 15 minutes prior to the Appointment. Multiple reminders can be selected.
    2. Send Reminders to Internal Attendees: Reminder messages will be set based on the configuration to all Attendees that are Employees.
      • Select when to send the reminders: Choose to send reminders to Employees 7 days, 1 day, 1 hour, or 15 minutes prior to the Appointment. Multiple reminders can be selected.
    Appointment Level Reminders

    At the Appointment level, there is a Edit Reminder Settings button on the Add Appointment page where you can set Appointment Reminders for a particular Appointment.  The Reminder Settings at this level are generally the same as at the Appointment Type level, but will override any Appointment Type level reminder settings. This provides the option to use automatic reminders sent based on Appointment Type level settings, or customized reminder settings per Appointment.

    Notification & Portal Content for Appointment Reminders

    Striven has Notification & Portal Content related to the reminder messages that are sent when triggered by the reminder settings. The Content related to the notifications are:

    • Appointment Reminder
    • Appointment Reminder – Text
    • Appointment Reminder External
    • Appointment Reminder External – Text

    The reminder message content can be edited by clicking on the content name to customize the message details and use merge fields as desired.

  • Saving Appointments


    Once you are finished with the settings and details of your Appointment, you can click to Save the Appointment. This will display the Appointment on all of the Attendees’ Calendars with the details you provided within the Appointment Settings. There’s a Quick View option when clicking on an Appointment from the Calendar, which displays basic Appointment details like the date/time and Attendees, but also provides the option to view more information to see all Appointment details.

  • Appointment Conflict Resolution


    One great feature of Striven is the ability to check for conflicts with regard to your Appointments. The Conflict Resolution tool will not only check for conflicts for the Employees, but for the Locations as well to ensure there are no double-booking of conference rooms or other Appointment Locations. The great news is this requires no setup! Simply save your Appointment, and if there is a conflict, Striven will inform you and give you the choice to resolve it.

    1. Conflicts: Any conflict that has been found will be listed out by Striven for your convenience. Hovering over the blue text will then let you know what is conflicting with the Appointment you are trying to create.
      • Note: Both Employees and Locations will be listed if there are conflicts.
    2. Search: If you would like to search for a specific time period, you can do so here and the list below will display times closest available to your search
    3. Include Tentative: If you would like the option of also scheduling during tentative Appointments, this option will allow for times available to be listed even if tentative Appointments have already been created on the attendee’s Calendar.
    4. Suggestion List: Displays when all attendees are available with a drop-down menu for Location. The Locations in this drop-down menu will only display if available.
    5. Save with Conflicts: If you are aware of your conflict and would like to create your Appointment anyway, you can do so by choosing to save with conflicts.

Create Tasks from Appointments

  • Create Tasks from Appointments


    Striven allows you to easily create a Task from an Appointment. You can do this by clicking on the Actions Menu within the Appointment Info Page and selecting Create a Task. This allows for quicker Task creation when wanting to relate a Task from to a Customer and a particular Appointment.

    There are a few specific details within this feature that are important to note when creating your task this way:

    • The subject of your Appointment will be used as the title of the Task.
    • The Customer and Contact information from within the Appointment will populate over to the Task if they are present within the Appointment details.
    • The Task will include the original Appointment link within the Linked To section. This is helpful to not only access the Appointment quickly, but also to allow everyone on the Task to see where it originated from.

    For more information about Tasks in Striven, please review the Task Management Guide.

  • Appointments List (Appointment Activity)


    The Appointments List, also known as Appointments Activity, allows you to view an overview of all appointments and active meeting requests. The Appointments list page can be accessed from the Striven Calendar by using the Search icon, or by navigating to:

    Reports → Communications → Appointments

    When viewing the Appointments list page, a search bar will be presented at the top of the page with the following options:

    1. Date Range: Allows to narrow the appointments listed by a specific date period.
    2. Resource: This filter allows you to view appointments which are only associated with the Resource chosen from this drop-down.
    3. Customer/Vendor: Choosing a Customer or Vendor will allow you to see only appointments which are associated with the account chosen.
    4. Only Show Meeting Requests: Allows you to view all meeting requests sent during the date range.
    5. Appointment: Utilizing this field allows you to search appointment titles.
    6. Employee: You can choose to only display appointments which are associated with a specific employee by utilizing this drop-down.
    7. Type: The list can be filtered to view only specific appointment types by selecting the checkboxes from the drop-down list.
    8. Division: Allows you to view appointments by the Division associated with the appointment.
    9. Team: This filter narrows the search results based on the Team associated with the appointment.
    10. Status: You have the ability to view the listed appointments by filtered their current status.

    When initially loading the Appointments list, no appointments will be displayed. You must click the Search button to populate results regardless of your search configurations. From the Appointments list, you have the ability to create new appointments, view summarized appointment information, and navigate to a specific appointment for additional details. The actions available to you from the list are detailed below:

    1. Add New Appointment: Selecting this button will allow you to create a new appointment.
    2. Sort: The Appointments list can be sorted by the Default Sort, Start Time, or End Time. The Opposing Arrows icon to the right of the Sort drop-down allows you to select whether the results should be displayed in ascending or descending order.
    3. Appointment Information: A summary of the appointment’s information is displayed for each result matching your search parameters. If the result listed is a Meeting Request, a blue label will be displayed under the appointment title stating “Meeting Request”.
    4. View Appointment: Selecting the blue Arrow icon will direct you to the Appointment Info page, allowing you to view additional information, or edit the appointment.

    If an appointment listed is configured to be Recurring, a green Recurring icon will be displayed next to the appointment title on the Appointments list.

  • Recap


    With this guide, we’ve discovered how to configure Appointment Types and Locations within your system. We’ve also explored the process for creating External Appointment Links and how to create Tasks from Appointments. These tools and configurations will assist you with managing your schedules and meetings so that your Company doesn’t miss a beat when providing great service to your Customers.


  • I was added to an Appointment that I do not need to attend. How can I cancel or delete myself from the Appointment?


    To remove yourself from an Appointment, you do NOT want to just Cancel the Appointment, as that will cancel it for all attendees!

    There are two options to remove yourself from an Appointment. First would be to click on the Appointment on your Calendar and then click the Remove Me button from the Quick View popup.

    The other option would be to click on the More Information button from the Quick View popup to review the details of the Appointment. From there, you can click on the Actions menu on the top left of the screen and select Remove Me From This Appointment from the drop-down.

Heads up!

Striven uses relabeling. Based on industry, your system may use different terminology. Please see our Company Setup guide for more information or reach out to Striven support if you need help.