Meeting request or confirmed appointment? A clear approval workflow

A request is not a confirmed meeting

A visitor may be able to choose a preferred time without that time becoming an accepted appointment. The page and confirmation message must describe the same state. If staff still need to review the request, say so before the person plans travel or assumes the meeting is guaranteed.

Separate administrative availability from accepting work. A free calendar slot does not establish that a professional can take on a matter, provide a service or review documents sent by a prospective client.

What to check before approving

• Identify the person responsible for reviewing new requests.
• Check the professional, full duration and meeting format.
• Confirm the location or online meeting instructions.
• Collect only the administrative information necessary for the request.
• Do not ask for confidential case details in an unrestricted booking field.

Close the loop after the decision

Fictional example: a request for Thursday morning reaches reception, but the professional needs to confirm participation. Reception records the review task and a response deadline. Only after approval does the person receive a clear accepted time.

If a different time is proposed, check that it remains available when the visitor responds. Mark the old request correctly and avoid leaving two apparently confirmed meetings. A courteous rejection should not reveal internal discussions or another client’s schedule.

Test the states before sharing the link

Ogedex supports approval-based booking flows for office-oriented segments such as legal and real estate businesses. Run a fictional request through the public page, staff review and visitor-facing result. Confirm what happens when the request is declined or rescheduled as well. The calendar does not perform professional conflict checks, determine eligibility or replace specialist case-management tools.