Creating an appointment
Walk through the three-step appointment modal — Details, Assignment, and Review — and learn what status your appointment lands in.
At a glance
- Open the modal by clicking the + button at the top right of the Appointments table.
- Three steps: Details, Assignment, and Review.
- Assignment is optional. You can create an appointment without assigning an interpreter — it’ll land in Requested status, ready for someone to assign later.
- Status depends on what you do. Skip assignment → Requested. Offer it → Pending. Accepted → Assigned. Declined with no fallback → Unassigned.
Who can create appointments
On the agency side, any user with scheduler permissions or higher can create appointments. Interpreters cannot.
On the organization side, all users can create appointments — including requesters. The difference between roles isn’t who can create, it’s who can see what:
- Requesters only see the appointments they personally created.
- Schedulers, managers, admins, and account owners see all appointments for the teams they belong to.
For more on roles, see Roles and permissions.
Where to start
Go to the Appointments page. At the top right of the appointments table, click the + button to open the appointment modal.
The modal has three steps: Details, Assignment, and Review.
Step 1: Details
The Details step captures everything about the appointment itself — when it is, what’s needed, who it’s for. Here’s what you’ll fill in:
| Field | What it collects | Notes |
|---|---|---|
| Start time | The date and time the appointment begins | |
| Duration | How long the appointment will last | The end time is calculated automatically from start + duration. |
| Language | The language the LEP (Limited English Proficiency) client speaks | Drives which interpreters appear in the Assignment step. |
| Service type | In-person, video, or phone | |
| Mode | Consecutive, simultaneous, or sight translation | |
| Team | Which of your teams owns this appointment | Determines who can see and manage it. See Teams. |
| Customer | The organization the appointment is for (agency side) | Some address and onboarding rules are pulled from the customer’s profile. |
| Address | Where the appointment takes place (in-person) | Pre-filled from the customer’s address when available. |
| LEP client name | The name of the person who needs the interpreter | |
| Notes | Anything else the interpreter or scheduler should know | Optional. |
Once Details are complete, move to the next step.
Step 2: Assignment
The Assignment step is where you choose an interpreter (or partner agency, or vendor) to take the appointment. This step is optional — you can skip it and create the appointment without assigning anyone.
If you do assign, you can choose between three modes:
- Assign: direct assignment to a single candidate.
- Auto Assign: sequenced fallback through multiple candidates.
- Broadcast: send the offer to multiple candidates and the first to accept wins.
For the full walkthrough of the candidate list, ranking, availability grid, map view, and assignment modes, see Assigning interpreters.
Step 3: Review
The Review step summarizes everything you’ve configured — appointment details, who you assigned to (if anyone), and which mode you used. It’s the last chance to confirm before the appointment is created and any offers go out.
What happens after you create
The status the appointment lands in depends on what you did in Step 2:
- You skipped assignment. Status: Requested. The appointment is created and visible, but no one has been offered it yet. A scheduler will need to come back and assign it.
- You assigned and the offer is out. Status: Pending. Waiting for the interpreter to accept or decline.
- The interpreter accepts. Status: Assigned.
- The interpreter declines and there’s no fallback. Status: Unassigned. Someone was offered the appointment but declined, and no one else has it. A scheduler will need to reassign.
The difference between Requested and Unassigned matters for the scheduler triaging open work: Requested means no one has been offered the appointment yet; Unassigned means someone was offered and declined. Both need attention, but they tell you different things about what’s already been tried.