Onecalendarforeverydepartment
Test drives, service appointments, finance meetings, vehicle deliveries, trade-in appraisals, and courtesy car pickups — all managed from a single scheduling system with real-time availability and automatic conflict prevention.
Six Appointment Types
Test drives, service bookings, finance consultations, vehicle deliveries, trade-in appraisals, and courtesy car pickups — each with its own duration, prep time, and resource requirements built in.
Real-Time Availability
Availability updates the moment a booking is made. Double-bookings are impossible. Customers see only open slots, and your team sees the full picture across locations and departments.
Multi-Stage Reminders
Automated SMS and email reminders at 24 hours, 2 hours, and day-of for every appointment. Confirmation requests let customers reschedule with one tap instead of no-showing.
Staff Calendar Integration
Role-based schedule templates (e.g. Sales Mon–Sat 8:30–5:30, Service Advisors Mon–Fri 7:30–5:00) with per-staff overrides on top. Leave management — annual, sick, other — automatically removes availability from the booking engine. Google Calendar two-way sync keeps everything in step.
Customer Notifications
Booking confirmations, reminders, reschedule links, and post-appointment follow-ups — all automated and branded to your dealership. Customers stay informed without your team lifting a finger.
Recurring Appointments
Set up recurring service schedules for fleet accounts, corporate clients, and loyalty program members. Automatic re-booking at the right intervals keeps your bays full and your customers on schedule.
Smart reminders that reduce no-shows
Automated reminder sequences fire at the right intervals via SMS and email. Customers confirm, reschedule, or cancel with one tap — so your calendar reflects reality, not guesswork.
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Every team member has their own availability profile. Working hours, break times, leave, and location assignments all feed into the booking engine — so customers only see slots that are genuinely available.
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Under The Hood
Schedulingdeep dive
The scheduling engine calculates available slots in real time by intersecting staff calendars, resource availability (bays, demo vehicles, meeting rooms), and appointment type constraints. Buffer times between appointments are configurable per type. Conflicts are resolved at booking time — not after the fact.
Every appointment triggers a notification sequence: instant confirmation, 24-hour reminder, 2-hour reminder, and post-appointment follow-up. Each stage is sent via the customer's preferred channel (SMS or email). Failed deliveries retry automatically and fall back to the alternate channel.
A rule-based 5-signal scoring model calculates no-show risk for every appointment. Signals and weights: past no-show rate (35%), confirmation response (25%), booking lead time (15%), appointment type (10%), and recent trend (15%). Each appointment is rated low, medium, or high risk with a colour indicator. High-risk appointments automatically create a task for staff to call and confirm. Risk scores are recalculated on creation, on confirmation, and when a no-show is recorded.
Appointment timestamps are stored as TIMESTAMPTZ so all time comparisons are timezone-correct. Basic per-dealership timezone handling is in place. Full cross-location staff assignment (a single staff member sharing availability across two physical branches) is not yet implemented — each location operates its own independent calendar.
Fleet and corporate accounts can be set up with recurring service schedules. The system auto-generates appointments at configured intervals, sends booking confirmations, and adjusts for public holidays and staff leave. Missed recurrences are flagged for manual re-booking.