# How do I book office appointments and field work?

> Office appointments and field work: how to book them, what happens when two overlap, and how field notes become a report.

Last updated: 2026-10-29

**Daily → Appointments** holds the office's day: who is coming in, where someone from the team is going, and what they found there. An appointment can be linked to a customer and to a project that is under way.

| Type | When | What it adds |
| --- | --- | --- |
| **Office appointment** | The customer, a partner or an authority comes to you | — |
| **Field work** | Away from the office: a site, an inspection, a visit to a customer or an authority | A category, a location, field work notes |

### How do I book an appointment?

**+ New appointment** asks for a subject, a date, a start and an end time (in half hours — the end fills itself in half an hour later until you change it) and, if you like, a telephone number, an assignee, a customer, a project and notes. In the **Weekly schedule**, clicking an empty slot opens the form at that time.

The **Appointments** tab of a project, a customer or a member shows the next appointment, the month with the days that have one, and the list by month. While a project or a customer has none, **Appointment at the office** and **Field work** open the form with the project or the customer and the type already filled in.

### What happens when two appointments overlap?

If the same person already has an appointment at that time, you are told and you choose: **Save anyway** or **Change the time**. Nothing stops you.

### What do I do after the appointment?

From the appointment's row you mark it **completed**, **cancel** it or **reschedule** it. The assignee is notified when it is given to them, when the time moves and when it is cancelled. An appointment linked to a project shows up in **Team › Me › My time** as a suggested time entry for that day — keep it or turn it down.

### How do field work notes become a report?

When you complete a field work appointment, **Field work notes** opens: type or dictate what you saw and measured, and the text is kept exactly as you wrote it. When the office has AI switched on, **Turn into a report** drafts four parts (findings, measurements, problems, next steps) for you to correct before saving; it uses credits. The report will not save if it contains a number that is not in your notes. If the appointment has a project, the report also goes into its notes, and the next steps can become tasks.

### Who books appointments?

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Create and edit appointments | ✓yes | ✓yes | ✓yes | ✓yes | ✓yes | —no | —no |

Field work categories are set by whoever changes the office's settings, under **Settings → Projects & services → Field work categories**: switch on ready-made ones or add your own. An appointment keeps the category it had when it was saved.