# How to Manage Appointments with Appointment List View > Learn how to use Appointment List View in GHL Customer Care to manage appointments with Smart Lists, advanced filters, and customizable columns. - Source: https://docs.ghlcustomercare.com/docs/calendars-and-appointments/scheduling-appointments/how-to-manage-appointments-with-appointment-list-view - Section: Calendars & Appointments / Scheduling Appointments - Reading time: 6 min - Images: 12, each explained below - Modified on Tue, 12 May at 4:09 AM --- Appointment List View in GHL Customer Care provides a powerful way to manage appointments using a list-based workspace instead of a traditional calendar layout. It allows teams to filter, sort, customize, and take action on appointments at scale using Smart Lists. This view is ideal for admins, sales teams, and support staff who need to manage appointments efficiently across multiple calendars and users. --- **TABLE OF CONTENTS** - [What is Appointment List View (Smart Lists)](#what-is-appointment-list-view) - [Key Benefits of Appointment List View](#key-benefits-of-appointment-list-view) - [How to Manage Appointments with Appointment List View](#how-to-manage-appointments-with-appointment-list-view) - [Frequently Asked Questions](#frequently-asked-questions) --- --- # **What is Appointment List View** Appointment List View is a dedicated calendar view in GHL Customer Care that displays appointments in a structured list rather than a date-based calendar grid. It is designed for managing appointments at scale, allowing users to work from saved Smart Lists that combine filters, sorting, and column configurations. Smart Lists turn Appointment List View into an operational workspace rather than a passive view. Users can create, update, and manage appointments directly from the list, making it easier to prioritize work, track outcomes, and maintain consistency across teams. --- ## **Key Benefits of Appointment List View** Appointment List View helps teams move from scheduling appointments to actively managing them through flexible, repeatable workflows. - **Centralized management:** View and manage appointments across calendars without navigating day-by-day views. - **Smart Lists:** Save filters, sorting, and columns together as reusable appointment workflows - **Advanced filtering:** Narrow appointment lists by status, owner, calendar, date range, and more - **Customizable columns:** Control which appointment details are visible based on role or task - **Action-oriented workflow:** Update statuses, edit, reschedule, or create appointments directly from the list --- ## **How to Manage Appointments with Appointment List View** ### **Access Appointment List View** Appointment List View is accessed directly from the Calendars area and functions as a primary workspace alongside Calendar View. 1. Navigate to **Calendars** from the left-hand menu 2. Select the **Appointment List View** tab at the top ![Access Appointment List View (image 1 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063057237/original/dmswuRIbFPYkVfbnQqeT0gayY0E1Jsgmpg.png) **Access Appointment List View (image 1 of 12)** This screenshot appears in the "Access Appointment List View" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Navigate to Calendars from the left-hand menu Select the Appointment List View tab at the top. Immediately after, the guide continues: Appointment types are automatically determined by the calendar used to book the appointment. Each calendar is configured as a Meeting, Service, or Rental, and appointments inherit that type during booking. - Where to go: Navigate to Calendars from the left-hand menu Select the Appointment List View tab at the top - Controls: Calendars, Appointment List View - Next: Appointment types are automatically determined by the calendar used to book the appointment. Each calendar is configured as a Meeting, Service, or Rental, and appointments inherit that type during booking. Full procedure: 1. Navigate to Calendars from the left-hand menu 2. Select the Appointment List View tab at the top ### **Appointment Types** Appointment types are automatically determined by the calendar used to book the appointment. Each calendar is configured as a Meeting, Service, or Rental, and appointments inherit that type during booking.  Appointment List View displays appointments based on the selected type, so selecting the correct appointment type ensures you are viewing the intended appointments. ![Appointment Types (image 2 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063058293/original/rtkXUL9kLwwAXfCzaV9R7IwRwnzsV-kD6w.png) **Appointment Types (image 2 of 12)** This screenshot appears in the "Appointment Types" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Appointment List View displays appointments based on the selected type, so selecting the correct appointment type ensures you are viewing the intended appointments. Immediately after, the guide continues: The New Appointment button allows you to manually book an appointment directly from Appointment List View. This is useful when scheduling appointments on behalf of a contact, such as after a call or during internal coordination. - What to fill in: Appointment List View displays appointments based on the selected type, so selecting the correct appointment type ensures you are viewing the intended appointments. - Next: The New Appointment button allows you to manually book an appointment directly from Appointment List View. This is useful when scheduling appointments on behalf of a contact, such as after a call or during internal coordination. ### **Creating a New Appointment** The **New Appointment** button allows you to manually book an appointment directly from Appointment List View. This is useful when scheduling appointments on behalf of a contact, such as after a call or during internal coordination. Clicking **New Appointment** opens the manual booking flow, where you can select the appropriate calendar, choose a date and time, and associate the appointment with an existing CRM contact or create a new contact if needed. The appointment is then added to the list based on the selected appointment type and Smart List criteria. ![Creating a New Appointment (image 3 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063172569/original/LbV-tEXJnJPQknsUYa3GCE3Sey8RtPdStQ.png) **Creating a New Appointment (image 3 of 12)** This screenshot appears in the "Creating a New Appointment" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Clicking New Appointment opens the manual booking flow, where you can select the appropriate calendar, choose a date and time, and associate the appointment with an existing CRM contact or create a new contact if needed. The appointment is then added to the list based on the selected appointment…. Immediately after, the guide continues: The default lists U pcoming, Cancelled, and All give you quick access to commonly used appointment views. - What to fill in: Clicking New Appointment opens the manual booking flow, where you can select the appropriate calendar, choose a date and time, and associate the appointment with an existing CRM contact or create a new contact if needed. The appointment is then added to the list based on the selected appointment type and Smart List criteria. - Controls: New Appointment - Next: The default lists U pcoming, Cancelled, and All give you quick access to commonly used appointment views. ### **Appointment Lists and Creating Smart Lists** The default lists **U****pcoming**, **Cancelled**, and **All** give you quick access to commonly used appointment views.  When you need something more specific, you can create a custom view by clicking **\+ Smart list**, allowing you to save your own filters, sorting, and column preferences. Smart Lists make it easy to switch between different ways of managing appointments without having to reconfigure the list each time. ![Appointment Lists and Creating Smart Lists (image 4 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063133539/original/IzFgl4V1gz7ogAFZrG1XzIY_MpvDAj3knA.png) **Appointment Lists and Creating Smart Lists (image 4 of 12)** This screenshot appears in the "Appointment Lists and Creating Smart Lists" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: When you need something more specific, you can create a custom view by clicking + Smart list, allowing you to save your own filters, sorting, and column preferences. Smart Lists make it easy to switch between different ways of managing appointments without having to reconfigure the list each time. Immediately after, the guide continues: Customization allows you to control which appointments appear, how they are prioritized, and what information is visible. - How to confirm: When you need something more specific, you can create a custom view by clicking + Smart list, allowing you to save your own filters, sorting, and column preferences. Smart Lists make it easy to switch between different ways of managing appointments without having to reconfigure the list each time. - Controls: U, pcoming, Cancelled, All, + Smart list - Next: Customization allows you to control which appointments appear, how they are prioritized, and what information is visible. ### **Customize the List** Customization allows you to control which appointments appear, how they are prioritized, and what information is visible. #### **Open Customize List** 1. Click **Customize List** to open the configuration panel This panel serves as the control center for Smart Lists. ![Open Customize List (image 5 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063134494/original/8mt4CRcdBR-eteAWy-Y6H4llLpqaADi-dQ.png) **Open Customize List (image 5 of 12)** This screenshot appears in the "Open Customize List" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: This panel serves as the control center for Smart Lists. Immediately after, the guide continues: The Customize List panel is where you control how your appointment list is built and saved. From here, you can rename the current list, apply Advanced Filters to narrow which appointments appear, choose how appointments are sorted, and…. - What this covers: This panel serves as the control center for Smart Lists. - Controls: Customize List - Next: The Customize List panel is where you control how your appointment list is built and saved. From here, you can rename the current list, apply Advanced Filters to narrow which appointments appear, choose how appointments are sorted, and manage which columns are shown in the list. ### **Customize List Panel** The **Customize List** panel is where you control how your appointment list is built and saved. From here, you can rename the current list, apply **Advanced Filters** to narrow which appointments appear, choose how appointments are **sorted**, and manage which **columns** are shown in the list. Any changes made in this panel affect the current list view and can be saved as a Smart List, allowing you to reuse the same setup whenever you return to Appointment List View. ![Customize List Panel (image 6 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063134521/original/02Hz6Czn7NRNKNGSBoBdavBmUhkMzf2d-w.png) **Customize List Panel (image 6 of 12)** This screenshot appears in the "Customize List Panel" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Any changes made in this panel affect the current list view and can be saved as a Smart List, allowing you to reuse the same setup whenever you return to Appointment List View. Immediately after, the guide continues: Advanced Filters control which appointments appear in Appointment List View, allowing you to narrow the list to only the appointments that matter for your workflow. You can apply one or multiple conditions to focus on specific criteria…. - What this covers: Any changes made in this panel affect the current list view and can be saved as a Smart List, allowing you to reuse the same setup whenever you return to Appointment List View. - Controls: Customize List, Advanced Filters, sorted, columns - Next: Advanced Filters control which appointments appear in Appointment List View, allowing you to narrow the list to only the appointments that matter for your workflow. You can apply one or multiple conditions to focus on specific criteria such as ownership, status, timing, or calendar source. ### **Apply Advanced Filters** Advanced Filters control which appointments appear in Appointment List View, allowing you to narrow the list to only the appointments that matter for your workflow. You can apply one or multiple conditions to focus on specific criteria such as ownership, status, timing, or calendar source. Common filter options include: - **Appointment status** (for example, Confirmed, Cancelled, No Show) - **Assigned user** to view appointments for specific team members - **Calendar** to limit results to one or more calendars - **Appointment date or time** to focus on a specific range - **Contact details** to filter by associated contacts Filters can be combined using **AND logic**, meaning appointments must meet all selected conditions to appear. This makes it easy to create precise views, such as upcoming appointments for a specific user within a defined date range, and reuse them as Smart Lists for ongoing management. ![Apply Advanced Filters (image 7 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063162282/original/n5yfK0FWjh7V_nzweKjbV-n0BnZmzlvIDg.png) **Apply Advanced Filters (image 7 of 12)** This screenshot appears in the "Apply Advanced Filters" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Filters can be combined using AND logic, meaning appointments must meet all selected conditions to appear. This makes it easy to create precise views, such as upcoming appointments for a specific user within a defined date range, and reuse them as Smart Lists for ongoing management. This part of the guide covers 4 fields, listed below. Immediately after, the guide continues: Use Add Filter to include additional conditions and refine the list further. Filters are combined using AND logic, meaning only appointments that meet all selected criteria will appear. This makes it easy to narrow the list to highly…. - What this covers: Filters can be combined using AND logic, meaning appointments must meet all selected conditions to appear. This makes it easy to create precise views, such as upcoming appointments for a specific user within a defined date range, and reuse them as Smart Lists for ongoing management. - Fields: Assigned user to view appointments for specific team members, Calendar to limit results to one or more calendars, Appointment date or time to focus on a specific range, Contact details to filter by associated contacts - Controls: Appointment status, Assigned user, Calendar, Appointment date or time, Contact details, AND logic - Next: Use Add Filter to include additional conditions and refine the list further. Filters are combined using AND logic, meaning only appointments that meet all selected criteria will appear. This makes it easy to narrow the list to highly specific appointment sets before saving the configuration as a Smart List. ### **Add Filter** Use **Add Filter** to include additional conditions and refine the list further. Filters are combined using **AND logic**, meaning only appointments that meet all selected criteria will appear. This makes it easy to narrow the list to highly specific appointment sets before saving the configuration as a Smart List. ![Add Filter (image 8 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063161743/original/3ZAopkZU4qNn4w9dNQtHYjIxucH56tYSTg.png) **Add Filter (image 8 of 12)** This screenshot appears in the "Add Filter" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Use Add Filter to include additional conditions and refine the list further. Filters are combined using AND logic, meaning only appointments that meet all selected criteria will appear. This makes it easy to narrow the list to highly specific appointment sets before saving the configuration as a…. Immediately after, the guide continues: Sorting controls the order in which appointments appear in the list and is saved as part of a Smart List. - What this covers: Use Add Filter to include additional conditions and refine the list further. Filters are combined using AND logic, meaning only appointments that meet all selected criteria will appear. This makes it easy to narrow the list to highly specific appointment sets before saving the configuration as a Smart List. - Controls: Add Filter, AND logic - Next: Sorting controls the order in which appointments appear in the list and is saved as part of a Smart List. --- ### **Apply Sorting** Sorting controls the order in which appointments appear in the list and is saved as part of a Smart List. Common sorting options include: - Appointment Time (ascending or descending) - Date Added (ascending or descending) Sorting helps prioritize appointments based on urgency or workflow needs. ![Apply Sorting (image 9 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063178709/original/nRcDp84VWorKBeMImysCEOVXOm3NQuZ6Bg.png) **Apply Sorting (image 9 of 12)** This screenshot appears in the "Apply Sorting" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Sorting helps prioritize appointments based on urgency or workflow needs. This part of the guide covers 2 fields, listed below. Immediately after, the guide continues: Columns determine which appointment details are visible in the list. - What this covers: Sorting helps prioritize appointments based on urgency or workflow needs. - Fields: Appointment Time (ascending or descending), Date Added (ascending or descending) - Next: Columns determine which appointment details are visible in the list. --- ### **Manage Columns** Columns determine which appointment details are visible in the list. You can: - Show or hide columns - Reorder columns using drag-and-drop - View locked system columns that cannot be removed Column configurations are saved as part of a Smart List. ![Manage Columns (image 10 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063170813/original/jYXjCD5QH6yIjo_P12lUoJdrL4PartU6pg.png) **Manage Columns (image 10 of 12)** This screenshot appears in the "Manage Columns" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Column configurations are saved as part of a Smart List. This part of the guide covers 3 fields, listed below. Immediately after, the guide continues: Appointment List View allows you to update an appointment’s status directly from the list without opening the appointment record. Click the Status dropdown in the appointment row to select the appropriate status, such as Confirmed…. - What this covers: Column configurations are saved as part of a Smart List. - Fields: Show or hide columns, Reorder columns using drag-and-drop, View locked system columns that cannot be removed - Next: Appointment List View allows you to update an appointment’s status directly from the list without opening the appointment record. Click the Status dropdown in the appointment row to select the appropriate status, such as Confirmed, Showed, No Show, Cancelled, or Invalid. Full procedure: 1. Show or hide columns 2. Reorder columns using drag-and-drop 3. View locked system columns that cannot be removed ### **Updating Appointment Status** Appointment List View allows you to update an appointment’s status directly from the list without opening the appointment record. Click the **Status** dropdown in the appointment row to select the appropriate status, such as **Confirmed**, **Showed**, **No Show**, **Cancelled**, or **Invalid**. Changes made here are saved immediately and reflected across GHL Customer Care, making it easy to keep appointment outcomes accurate while managing appointments at scale. **Note:** Updating an appointment to **Showed** or **No Show** updates the status inside GHL Customer Care, but it does not push an event update to connected third-party calendars. ![Updating Appointment Status (image 11 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063174660/original/Dn-Lq5L7zdqI7cukzbuuEwrGotppKOycpw.png) **Updating Appointment Status (image 11 of 12)** This screenshot appears in the "Updating Appointment Status" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Note: Updating an appointment to Showed or No Show updates the status inside GHL Customer Care, but it does not push an event update to connected third-party calendars. Immediately after, the guide continues: Each appointment in Appointment List View includes a three-dot (⋮) menu that provides quick access to additional actions. Clicking this menu opens options to view appointment details, edit the appointment, reschedule, or delete it when…. - What this covers: Note: Updating an appointment to Showed or No Show updates the status inside GHL Customer Care, but it does not push an event update to connected third-party calendars. - Controls: Status, Confirmed, Showed, No Show, Cancelled, Invalid - Next: Each appointment in Appointment List View includes a three-dot (⋮) menu that provides quick access to additional actions. Clicking this menu opens options to view appointment details, edit the appointment, reschedule, or delete it when necessary. If consent tracking is enabled, you may also see a View Consent option. ### **Managing Appointments Using Row Actions** Each appointment in Appointment List View includes a **three-dot (⋮) menu** that provides quick access to additional actions. Clicking this menu opens options to **view appointment details**, **edit the appointment**, **reschedule**, or **delete** it when necessary. If consent tracking is enabled, you may also see a **View Consent** option. - **View Details:** Opens the full appointment record to review all appointment information and activity. - **View Consent:** Displays consent details associated with the appointment, when consent tracking is enabled. - **Edit:** Allows you to update appointment details such as contact, notes, or assigned calendar. - **Reschedule:** Changes the appointment date and time while keeping the same appointment record. - **Delete:** Permanently removes the appointment from the calendar and Appointment List View. ![Managing Appointments Using Row Actions (image 12 of 12)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155063175156/original/gV-oOP9hVqXaNLm00B5IN56yRc9zDY3w5A.png) **Managing Appointments Using Row Actions (image 12 of 12)** This screenshot appears in the "Managing Appointments Using Row Actions" section of "How to Manage Appointments with Appointment List View". The text alongside this image reads: Delete: Permanently removes the appointment from the calendar and Appointment List View. Immediately after, the guide continues: Q: What is the difference between Appointment List View and Calendar View? - What this covers: Delete: Permanently removes the appointment from the calendar and Appointment List View. - Controls: three-dot (⋮) menu, view appointment details, edit the appointment, reschedule, delete, View Consent - Next: Q: What is the difference between Appointment List View and Calendar View? --- ## **Frequently Asked Questions** **Q: What is the difference between Appointment List View and Calendar View?** Calendar View is designed for scheduling based on dates and availability, while Appointment List View is designed for managing appointments at scale using lists, filters, and actions. **Q: What is a Smart List in Appointment List View?** A Smart List is a saved appointment view that includes filters, sorting, and column configurations, allowing users to reuse the same setup repeatedly. **Q: What’s the difference between Advanced Filters and Smart Lists?** Advanced Filters temporarily refine which appointments appear. Smart Lists save those filters along with sorting and columns for future use. **Q: Why don’t I see all my appointments?** Appointments may be hidden due to the selected appointment type, active filters, or the currently selected Smart List. **Q: Are Smart Lists shared with other users?** Smart List visibility depends on user permissions and account configuration. --- Documentation for GHL Customer Care. Support: support@ghlcustomercare.com