Overview
TimeZest is built around giving your clients the flexibility to self-schedule appointments. But sometimes, a client already knows exactly when they want to meet, they've told you the date and time in a phone call, a ticket reply, or a chat message. In those moments, you shouldn't have to leave TimeZest or wrestle with your PSA's native calendar tools to make it happen.
Manual appointment creation lets you create and send a fully-formed TimeZest appointment on behalf of a client, using a specific date and time you already know. TimeZest handles the rest like calendar events, conference links, notifications, and ticket updates, exactly the same way it does for self-scheduled appointments.
When to Use This
Use manual appointment creation when:
A client has already communicated their preferred date and time via phone, email, chat, or ticket note
You want to bypass the self-scheduling flow and book directly
You're confirming a time that was agreed upon verbally
You need to schedule on behalf of a client who may not have access to a scheduling link
How to Create a Manual Appointment
You can create a manual appointment from two places: Calendar HQ in the TimeZest app, or directly from a ticket in your PSA via the TimeZest pod (in ConnectWise), insight (in Autotask), or tab (in HaloPSA).
Option 1: From Calendar HQ
In the TimeZest app, navigate to Calendar HQ in the left-hand navigation.
Click the + Create Appointment button in the top-right corner. The Create Appointment modal will appear.
Fill in the required fields:
Link to Ticket: Search by ticket number or subject to associate this appointment with an existing ticket (required)
Company: The client's company name will appear after entering a ticket number.
Appointment Type: Select the appropriate appointment type from the dropdown
Assigned To: Choose the resource who will be attending the appointment
Date: Enter the specific date the client has requested
Time: Enter the specific time the client has requested
Phone Number: Optionally enter a phone number if relevant to the appointment
Additional Guests: Optionally add any additional email addresses that should receive the invite
Click Schedule Appointment.
TimeZest will carry out the same actions it normally performs when a client completes scheduling, including sending confirmation notifications to the client and assigned technician, creating calendar events for all participants, and generating a conference link if configured on the appointment type.
Option 2: From a PSA Ticket (Pod / Insight / Tab)
Open the relevant ticket in your PSA.
Locate the TimeZest pod, insight, or tab within the ticket view.
Click the Create Appointment tab (next to the "Request Appointment" tab).
Fill in the required fields:
Company: Pre-populated from the ticket's company.
Appointment Type: Select the appropriate appointment type from the dropdown
Assigned To: Choose the resource who will be attending the appointment
Date: Enter the specific date the client has requested
Time: Enter the specific time the client has requested
Additional Guests: Optionally add any additional email addresses that should receive the invite
Review the Trigger Workflow Actions toggle. When enabled, TimeZest will run any workflow actions tied to the "When client schedules an appointment" trigger, the same actions that fire during a standard self-scheduled flow. Toggle this off if you do not want those actions to run for this manually created appointment.
Click Create Appointment.
The appointment will be linked to the ticket automatically. Calendar events, conference links, and notifications will be sent exactly as they would for a self-scheduled appointment.
The "Trigger Workflow Actions" Toggle
When creating an appointment from a PSA ticket, you will see a Trigger Workflow Actions toggle. This is an important option to understand:
Toggled ON (default): Any workflow actions configured to run "When client schedules an appointment" will fire. This includes things like automated emails, ticket status updates, or other actions you have set up in your TimeZest workflows.
Toggled OFF: The appointment will be created without running those workflow actions. Use this when you are booking an appointment in a context where the automated actions would not be appropriate. For example, if you are re-creating an appointment that was already processed.