Managing Appointments in 8020CRM: A Guide for Scheduling and Follow-Up

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Overview

Appointment management is a key part of real estate workflows. 8020CRM makes it easy to schedule, reschedule, and follow up on appointments - whether you're in the office or in the field. This guide walks through how to use the built-in scheduling tools across multiple record types and why they’re more efficient than manual methods.

Before You Begin

You must have access to Leads, Opportunities, Property Transactions, Accounts, or Contacts- along with the appropriate permission sets. If you do not see appointment tools, contact your System Admin to confirm permission access.

Why It Matters

8020CRM helps you:

• Reduce no-shows and reschedules

• Track appointment history and outcomes

• Coordinate across time zones

• Automate reminders and follow-up actions

Appointments can be managed from any record that includes the Activity Composer: Leads, Opportunities, Property Transactions, Accounts, and Contacts.

Step 1: Schedule an Appointment

To schedule a new appointment:

1. Open the relevant record (Lead, Opportunity, Property Transaction, Account, or Contact)

2. Scroll to the Activity Composer

3. Click Event

Then set:

• Date and time

• Location

• Subject or description

• Assigned team member (e.g., acquisition or disposition agent)

• Lead or contact as the attendee

Email & Calendar Integration

8020CRM integrates with Google and Outlook. Calendar invites are sent automatically to attendees and assigned users.

🎥 Watch step-by-step video: Schedule an Appointment

Step 2: Manage Changes and Cancellations

To reschedule or cancel:

• Open the Event

• Edit the date, time, location, or assigned user

• If canceled, select a reason (e.g., no-show, agent conflict)

• 8020CRM logs the full appointment history on the record's Activity Timeline for tracking and reporting

Step 3: Post-Appointment Follow-Up

After the appointment, the assigned user will be prompted to:

• Select an Appointment Outcome (e.g., Completed, Needs Rescheduled, Needs Follow-Up)

• Log notes, add tasks, or update status using the Activity Composer

• This helps trigger automations and update the record's Activity Timeline

| The mobile-friendly Activity Composer allows users to log activity while on the go, keeping updates in real time.

Best Practices

• Use integrated calendar tools to prevent double-booking

• Always update the appointment outcome after the meeting

• Track cancellation reasons to support rebooking and reporting

• Use the mobile app to log follow-ups while in the field

Learn More

Want a quick walkthrough of how to schedule and manage appointments in 8020CRM? Watch our video: Setting Up Appointments in 8020CRM or reach out to your Success Manager for personalized help.

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