> ## Documentation Index
> Fetch the complete documentation index at: https://docs.automationkit.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Appointment Flow

> Everything that happens around an appointment - from booking to follow-up

Once a lead is ready to book, here's exactly what happens from that point forward.

## Booking

When the AI books an appointment:

1. The appointment is created on your calendar
2. A calendar invite is sent to the lead's email so the appointment appears on their calendar too
3. The lead's pipeline stage is updated to **Appointment Booked**
4. You receive an SMS notification
5. The confirmation sequence begins

This happens whether the appointment was booked by the AI, by you, or by the lead directly.

<Note>
  When an appointment is booked (by you or the AI), the contact is automatically unenrolled from the text automations. No manual steps needed.
</Note>

## Confirmation & Reminders

After booking, the system sends these automatically:

| Message      | When             |
| ------------ | ---------------- |
| Confirmation | Immediately      |
| Reminder     | 24 hours before  |
| Reminder     | 1 hour before    |
| Reminder     | 5 minutes before |

You don't need to do anything - these fire automatically for every appointment.

## Reschedule

If the lead asks to reschedule, the AI handles it:

* Finds a new time that works
* Updates the appointment on your calendar
* Resets the reminder schedule to the new time
* You receive an SMS notification of the change

## How to Change Lead Status

See [Changing Lead Status](/managing/lead-status) for steps on desktop and mobile.

## Missed Appointment

When you mark an appointment as **Missed Appointment** in your CRM, the system automatically starts a re-engagement sequence:

* 3 texts + 1 email over 3 days
* Goal: get the lead rescheduled

You don't need to manually enroll them - marking the status triggers it.

## Didn't Close

When you set a lead's status to **Didn't Close**:

* 5 follow-up texts over \~22 days

## Long Term Follow Up

When you set a lead's status to **Long Term Follow Up**, the system sends 9 texts over \~41 days to re-engage the lead.

**When should you use this?**

Use **Long Term Follow Up** when a lead previously showed some level of engagement but has since gone cold. Common scenarios:

* A lead responded to the initial text sequence but never booked an appointment
* A lead engaged with the AI conversation but dropped off before committing to a time
* Aged leads that went through the aged text sequence without booking
* Any lead you want to re-engage after \~60 days of no response

<Tip>
  We recommend waiting at least 60 days after a lead's last engagement before enrolling them in Long Term Follow Up. This gives the initial sequence time to fully run before re-enrolling.
</Tip>

<Note>
  Soon, AutomationKit will automatically identify cold leads and re-enroll them for you. No manual review needed. See [AI-Powered Follow-Up Enrollment](/upcoming-features#ai-powered-follow-up-enrollment).
</Note>

## Approved / Sold

When you mark a lead as **Approved / Sold**, all messaging stops. See [Post-Sale](/managing/post-sale) for what happens next.