For AI agents: the complete documentation index is available at https://docs.clickmax.io/en/llms.txt, the full documentation bundle is available at https://docs.clickmax.io/en/llms-full.txt, and this page is available as Markdown at https://docs.clickmax.io/en/features/contacts/schedule-custom-time.md.
  • English

      • Book any time and duration

      The agenda beside the form shows the assignee's existing commitments, already scrolled to now: a red line marks the current time and moves on its own while the window stays open. The green times are suggestions — the slots that agenda offers — and show up when you ask for them, with the Free times button. You are not stuck with them: you can book at 9:17 for 43 minutes, or at 9 PM on a Saturday. The same goes for tasks, which can take up a defined block on the agenda instead of being just a reminder.

      Every new task or meeting already opens with date and time filled in — the current time, rounded up to the next 5 minutes. Before, a task opened as "all day" and a meeting with no time at all, and you had to set one every time; now the common case (booking for right now) is already there, and anyone who needs a different time just changes what is already filled in.

      Before you start

      • Role: anyone with CRM access books meetings and tasks within their assignment scope. See what each role covers in the permissions table.
      • This freedom applies inside the CRM. The public booking link still offers only the agenda's times — people outside your workspace cannot pick a time outside your availability.

      Pick the time in the fields

      Task, call, WhatsApp and meeting use the same fields, in the same order: only the meeting has the video link.

      1. Open New task or New meeting.
      2. At the top of the agenda, on the right, pick who attends (task) or the agenda (meeting) from a pill — that is whose grid shows up right below. A meeting opens with your own agenda selected; switch it if you are booking on someone else's. See Pick who attends from the pill.
      3. At the bottom of the agenda, fill in the date, the start time and how many minutes the action takes. The fields are always on screen, even before you click any time.
      4. Check the agenda: the block shows up with the exact range.
      5. Click Book for me (or Book for the assignee's first name, when the agenda you picked belongs to someone else). While the meeting or task is being created, the button stays disabled with a loading indicator — clicking again does not create a second one.

      The duration field takes any whole value between 5 and 480 minutes, typed directly — there are no more duration shortcuts (5, 10, 15... minutes) next to the field.

      The duration is never empty: it starts at 30 minutes. A time with no duration tells nobody how long that space is taken.

      Pick who attends from the pill

      The pill at the top of the agenda shows the avatar of whoever is selected — the person (task) or the agenda owner (meeting), or the team, when it is a team agenda. Open the list to switch: every option also shows an avatar, grouped into Individual and Teams.

      Next to each individual agenda in the list there is a pencil — click it to edit that agenda without leaving the modal. It only shows up for people who can edit that specific agenda; without permission, the row only switches the selection.

      Or drag right on the agenda

      • Click an empty spot to book there, using whatever duration is in the field.
      • Drag from one point to another to set start and end at once.
      • Drag the bottom edge of the chosen block to stretch or shrink the range.
      • Drag the body of the block to move it to another time without changing the duration — that is how you rebook without starting over.

      Dragging moves in 5-minute steps. For an exact minute — 9:17 — type it in the fields.

      The fields and the agenda always show the same thing: change one and the other follows.

      Ask for suggestions whenever you want

      The Free times button, at the bottom of the agenda, turns the green blocks on and off. It starts off: what usually decides the time is what is already booked, and a grid full of suggestions competed with that reading. Task and meeting share the same button.

      Hiding the suggestions is only visual. The time you pick is still checked the same way, and the warnings below still apply.

      Read the agenda beside it

      Each block shows the type icon (task, call, WhatsApp or meeting), the opportunity on the first line and the title you gave right below. Bookings competing for the same time show up side by side — never one on top of the other, so you can see how many there are before adding one more.

      It is two per row, always. Beyond that, the time slot shows the first two plus a Show N more button carrying the count of what is left: click it to open the full list, still two at a time, and click Show less to close it. That is what keeps ten calls at the same time readable — squeezed into ten columns, none of them fit even its own time.

      Items with no time sit on top

      Whatever is set for the day without a time does not fit the grid, so it appears in a strip right above it. The strip shows three at a time: on a busy day it would grow until it pushed the agenda off screen, which is exactly what you need to see before booking. Show more opens the rest, Show less closes it, and switching days starts closed again.

      Click any of them to open the booking's details in a side panel over the form: from there you read the notes, check the assignee, record the outcome, or reschedule — and when you close it, the task you were creating is exactly as you left it.

      Reach times outside business hours

      The agenda opens on business hours. The 24 hours button, at the bottom, expands the grid to all 24 hours — that is how you reach 6 AM or 10 PM.

      Do not confuse it with All day, which sits in the same footer, next to the date, time and duration — and only exists for tasks: it turns the task's time on and off (an all-day task does not reserve a range on the agenda). The first one changes what the agenda displays; the second one takes the time away from the task.

      Next to All day, a gear icon opens the availability settings of whoever is selected in the pill — the same working hours and date exceptions described in How do I block a time on a single date?. It is a shortcut: whatever you change there applies to every booking for that person, not only the one you are creating.

      Blocked ranges and Google Calendar events

      When the person selected has an availability exception blocking part of the day, the range shows up struck through on the modal's agenda, and the free times suggestions already discount it — see How do I block a time on a single date?.

      With Google Calendar connected, that calendar's events also show up on the grid, as Busy: on the person's own agenda, the block shows the event title; on someone else's agenda, it shows only Busy, with no title.

      Understand the warnings

      Booking outside what the agenda suggests is allowed, but never silent:

      WarningWhat it means
      This time is outside the agenda's availabilityThe time is not one of the suggested ones — outside the configured hours, or with a duration that does not fit the grid.
      This time overlaps "..."The assignee already has another commitment in that range. The new meeting does not replace the old one: both stay on the agenda.

      With any warning on screen, one click already books it — the warning next to the button is enough for you to decide before clicking. There is no second confirmation anymore ("Schedule anyway"): the warning stays visible through the whole form, not only at the moment you click.

      Team agendas ask for the assignee

      On a team agenda, whoever attends is drawn among the members who have that time free. At a time outside the grid nobody is "free" to be drawn — so the Assignee field shows up and you pick. On suggested times nothing changes: the draw stays automatic.

      Every task takes up time

      A task booked at a given time reserves that range on the assignee's agenda, just like a meeting. The duration starts at 30 minutes and cannot be empty — whoever looks at the agenda needs to know how long the space is taken.

      The exception is All day: with no start time there is nothing to count the minutes from, so the task sits on the day without reserving any range.

      Notes and attachment on both

      Meeting and task have the same two fields at the end of the form:

      • Notes with formatting — bold, italic, lists and headings.
      • Attachment — one file per item (the agenda, the proposal, the call script).

      The attachment and the note stay with the booking and show up when someone opens its detail. Meeting notes also go into the calendar invite and the confirmation email, as plain text there.

      Pick the right opportunity

      The Linked opportunity picker searches across every pipeline as you type. Closed cards stay on the list, flagged: a red Lost badge, a green Won one. Booking an action on a closed deal is allowed — the last call of a won deal, reviving a lost one — the badge only keeps it from happening unnoticed.

      Opening the modal from inside a card, the opportunity comes filled in and locked: there it is the context, not a choice. Opening it from a conversation, the list shows only that contact's opportunities.

      FAQ

      Does this change the public booking link? No. People booking through the link still see only the agenda's free times.

      Does booking over another meeting cancel the first one? No. Both stay — the overlap is your decision, and it is recorded.

      Why doesn't the time I typed show on the agenda? It is probably outside the displayed window. Use 24 hours to see all of it.

      I clicked a suggested time and the meeting was rejected. Why? That was a bug and it was fixed: a time the agenda offers on screen is always accepted when saved. If it still happens, report it — it is not the expected behavior.

      I clicked "Book for me" twice, fast. Did it create two meetings? No. As soon as you click, the button stays disabled with a loading indicator until the meeting or task is created — the second click has no effect.

      Why does the button sometimes just say "Book" or "Create task"? A name shows up when a single assignee can be identified. On a task with no assignee, or on a team agenda before the draw picks who attends, the button falls back to the generic label.