Help Center

Appointment Categories

* Page referenced in this article: appointment categories page.

Appointment categories help you organize appointments by type. Examples include 1st Visit — Not a Client, Policy Review, or Annual Review. Categories affect calendar color coding, reporting, reminders, follow-up rules, templates, and public booking behavior. :contentReference[oaicite:0]{index=0}

What Appointment Categories Are Used For

System Categories

LeadCenter includes built-in system categories that cannot be deleted. These include:

• 1st Visit — Not a Client
• 2nd Visit — Not a Client
• 3rd Visit — Not a Client
• 4th Visit — Not a Client

Categories synced from connected systems such as Redtail, Microsoft Outlook, and Google Calendar are also treated as system categories. :contentReference[oaicite:1]{index=1}

How to Create, Edit, or Delete Appointment Categories

1. Go to the Appointment Categories page using this path:
   • Settings → Database Lists
   • Scroll down to the Other Lists section
   • Click Appointment and Tasks Categories
2. To add a category, click Add Category.
3. To edit a category, open it from the list and update the details.
4. To delete a custom category, remove it from the list.
5. Click Save when needed.

Note: System categories cannot be deleted.

How to Assign a Category to an Appointment

When creating or editing an appointment, choose a category from the Category dropdown. The appointment will then use that category’s color on the calendar.

For synced external events, category is the one field you can still update inside LeadCenter after the event appears on your calendar. :contentReference[oaicite:2]{index=2}

Per-Category Reminder Overrides

If you use appointment categories, you can apply different reminder templates for different meeting types. For example, an Annual Review can use different reminders than an Initial Consultation.

Categories without a specific override continue using the calendar’s default reminder settings.

Managing Categories

• Edit — update the category name, color, or public setting
• Delete — remove custom categories you no longer use
• System categories cannot be deleted

Note: Existing appointments keep their assigned category even if that category is later deleted.

Syncing Categories with Redtail

If you use Redtail CRM, appointment categories from Redtail can sync into LeadCenter and appear alongside your other categories. :contentReference[oaicite:3]{index=3}

Best Practices

• Create categories for the appointment types your team uses most often
• Use color coding consistently so your calendar is easier to scan
• Mark categories as public only when you want contacts to see them on booking pages
• Use category-based reminder overrides when different appointment types need different messaging
• Review your categories regularly and remove unused custom categories

Related Articles

• Appointment Reminders
• Appointment Follow-Up Emails
• Appointment Templates
• Calendar Connections