Show appointments on the schedule board

Organizations often use appointments in Dynamics 365 applications. For example, when a customer service rep creates a service appointment to help a customer with an issue.

You can use the schedule board to show Dynamics 365 appointments alongside bookings. Include appointments on the schedule board and during the scheduling process so dispatchers see the availability.

Environment setting

This setting enables appointment scheduling for all resources in your organization.

1. Open the Resource Scheduling app.

2. Change to the Settings area and go to Administration > Scheduling Parameters.

3. Set Include Appointments to Yes.

4. Confirm your change and select Save & Close.

Resource setting

With appointment enabled on the environment, you can change the setting for individual resources.

Open a bookable resource form, select the Scheduling tab and set Include Appointments to Yes.

Create an appointment

There are several ways to create Dataverse appointments. For example:

• Dynamics 365 Customer Service Hub, using Activities
• Dynamics 365 Sales Professional to manage tasks, appointments, email, or phone calls
• In Outlook, using server-side synchronization and the Tracked to Dynamics 365 category so it appears as a Dataverse appointment record.

View appointments on the schedule board

Appointments on the schedule board are read-only and you can't move them. They show for all required attendees and the owner, if they're bookable resources. Hover over an appointment to see more details.

Appointments that are marked Private in Outlook and synced to Dynamics 365 won't show their subject on the schedule board.

Customize appointment colors on the schedule board

The schedule board uses colors defined in Dataverse appointment metadata. Customizing the Color of each StatusCode will change the appointment colors that show on the schedule board.

Hide canceled appointments on the schedule board

The Show canceled setting in Board view settings controls the visibility of canceled bookings and appointments.

Automatically schedule around appointments

Resource Scheduling Optimization respects appointments when a planned optimization schedule runs, and for ad-hoc optimizations from the schedule board. The system considers appointments with statuses Busy and Completed as unavailable for scheduling operations.

Automated and assisted scheduling operations consider appointments as location-agnostic. If an appointment had related bookings, the system hides those bookings and won't consider them for scheduling operations.