Appointments

Appointments is your agency’s selling calendar inside TopClosers: every booking that comes in from your CRM or scheduling tool shows up here with its lead, its closer, its time and how it ended. It is the context that turns a list of recordings into a funnel: how many were booked, how many happened and how many fell through.

What it is

Appointments are not created in TopClosers: they are synced from the tools where your team already books. There are two sources today:

GoHighLevel

One connection per agency. Bookings, status changes and cancellations arrive on their own. See GoHighLevel.

Calendly

One connection per agency. You choose which event types count as sales calls, and only those come in. See Calendly.

Both sources feed the same list in the same shape, so you can have both connected without duplicate screens or competing rules.

How to set it up

1. The agency owner goes to Settings → Integrations and connects GoHighLevel, Calendly, or both.
2. For Calendly, pick the event types that count as sales calls.
3. Right after connecting, TopClosers offers to import your recent bookings so the calendar does not start empty. Accept it then, or do it later.
4. From that point on, every booking, change and cancellation syncs by itself.

Import without waiting

If you skipped the import while connecting, the owner has a button on the Appointments page itself to import the last 7 days from GoHighLevel. It is the fast way to start with real data.

What you see

The page offers two ways to read the same calendar, with a switch at the top right: List and Calendar. TopClosers remembers your choice in that browser, so if you work in calendar view, that is what you find every time you come back.

List view

A table with the most recent appointments:

Column	What it shows
Lead	Contact name plus their email or phone.
Closer	Who owns the appointment, or “Unassigned”.
Scheduled	Date and time of the booking.
Status	Booked, Showed, No-show or Cancelled.
Recorded call	Link to the linked call, or “No recording yet”.
Info	Opens the lead report when one is available.

The agency owner can also filter by closer. A closer needs no such filter: their calendar is already limited to their own appointments.

Calendar view

The full month, with every appointment on its day. Each closer gets their own colour, and it is stable: the same person keeps their hue as you change month or filter, so one glance tells you who is carrying which days. Above the grid there is a legend with the closers appearing that month and the total number of appointments.

To move between months use the previous- and next-month arrows, or Today to jump back to the current month. The visible month is part of the page address, so you can share or bookmark a specific month and it opens exactly there.

Clicking a day opens that day’s detail with all of its appointments.

Statuses and outcome

Every appointment has a status reflecting what happened with the meeting:

Status	What it means
Booked	Scheduled and not held yet.
Showed	The lead turned up and the call happened.
No-show	The lead did not turn up.
Cancelled	The booking was cancelled or invalidated before it took place.

On top of that, the appointment carries a business outcome — Pending, Won or Lost — summarising whether that opportunity ended in a sale.

Status arrives already synced from the source: mark an appointment as a no-show in GoHighLevel and TopClosers updates it by itself. When the source does not reflect reality, the agency owner can correct the status right in the list, on the row itself. Closers see the status but do not edit it.

Where the sale result lives

The business result that feeds commissions and cash is recorded on the call, not on the appointment: product, amount and payment type are stored there. See Calls.

How an appointment gets linked to its call

An appointment says a meeting was booked; a call is the recording of that meeting. TopClosers joins them automatically when it finds enough evidence:

• The contact matches — the lead’s email or phone appears among the call participants.
• The time window fits — the recording falls around the booked time.
• A matching closer makes it stronger still.

When it fits, the appointment row shows a View call link, and the call shows its booking context. When it does not, the appointment reads “No recording yet” and the owner can link it manually from the call, choosing among the appointments scheduled around that date.

Analysis never waits for the link

A call that is not linked to an appointment blocks nothing: transcript, scoring and coaching work exactly the same. The link only enriches reporting — show rate, cancellations, funnel and outcome. If you see analyzed calls with no appointment, you still have all the feedback.

How the calendar turns into reporting

Appointment statuses do not stay on this screen: they are the basis of the agency’s activity metrics.

What you see on the calendar	Where it shows up later
Booked appointments	The On calendar tile in the Calls summary.
Cancelled appointments	The Cancelled tile and the cancel rate.
Appointments that were attended	The Live calls tile and the show rate.
Sales recorded on the call	The Closes tile, commissions and the statistics funnel.

That is why an accurate status matters: an appointment that happened but is still marked “Booked” drags your show rate down without anyone having done anything wrong.

Who appears on each appointment

Every appointment carries two people:

• The lead — the contact on the other side, with their name and email or phone exactly as they are in the source. It is also the key used to find the recorded call.
• The closer — the rep the booking belongs to, according to the source calendar.

When the source provides enough contact information, the Info column opens the lead report: a standardized summary of what your CRM knows about that person, useful for preparing the call before you dial in.

What each role can do

Action	Owner	Closer
See every appointment in the agency	Yes	No — only their own
Filter by closer	Yes	Not needed
Switch between list and calendar	Yes	Yes
Change an appointment’s status	Yes	No
Import recent bookings	Yes	No
Link a call to an appointment	Yes	No
Generate the lead report	Yes	Yes, on their own

Things to keep in mind

• Appointments are read-only except for the status: they are created and cancelled in your CRM or scheduler, not in TopClosers.
• An appointment with no closer shows as “Unassigned”; that usually means the source calendar does not identify the rep. Review the source setup in Integrations.
• The import brings recent bookings, not your whole history. It exists to start with context, not to migrate years of calendar.
• Automatic Calendly sync requires a paid Calendly plan; without it, import bookings manually.
• On the Free plan, importing appointments is limited. See Plans and billing.

Best practices

• Keep statuses current in your CRM, not in TopClosers. Since data syncs, any manual fix here leaves the source stale.
• Use the calendar to balance workload and the list to review results: two different questions over the same data.
• One source per call type. If the same event arrives through both GoHighLevel and Calendly, you get two appointments for one meeting and the funnel inflates.
• Review appointments with no recording at the end of each week: either the closer did not record, or their recorder is not connected. Start with Team and roles.
• Cross-check show and cancel rates against statistics before drawing conclusions about a closer.