Set Up and Use the Appointments Tab: Access, Filters, Advisor Visibility, Permissions, and History

Use the Appointments tab to review and manage scheduled appointments, and check access, permissions, dates, and filters before treating missing information as a product issue.

Overview

What you can see and change in the Appointments tab depends on your Scheduler access, user permissions, selected date, dealership, active filters, and selected service advisors.

Common causes of an incomplete view include a saved filter, a service advisor that is not selected, the wrong date, or a permission that allows you to schedule only for yourself.

Before you start

Confirm that you are signed in to the correct dealership.
Know which date, service advisor, status, source, service, or team you expect to see.
Ask an authorized manager to review your Scheduler access when the Appointments tab is not available.

Enable access to the Appointments tab

An authorized manager can enable the Appointments tab in the user’s Scheduler settings by turning on “Appointment tab displayed.” Once the setting has been enabled, the user will need to sign out and sign back in for the change to take effect.

Expected result: The Appointments tab appears for the user after the new session begins.

Review permissions

Permissions can control whether you can schedule for other service advisors, change the assigned service advisor, edit appointments, or use capacity overrides.

When an action is missing or unavailable, ask an authorized manager to compare your permissions with the task you need to complete. A visible appointment does not always mean you have permission to change every field.

Use filters and advisor selections

Open the Appointments tab.
Select the appropriate date or date range in the top-right corner.
If your account includes multiple dealerships or locations, confirm that the correct one is selected.
Click Filter in the top-right corner.
Review the active filters, including Repair Concern, Team, Advisor, and any other available fields.
Clear or reset any filters that should not be applied.
Confirm that all service advisors you need to view are selected.
Click Apply to view the updated results, or Save to save your filter selections for future use.

Expected result: The dashboard displays appointments that match the selected date, dealership, filters, and service advisors.

Navigate the dashboard

Use the date controls in the top-right corner to select the day or date range you want to view.
In Calendar View, use the dropdown next to the date controls to switch between Day and Week views.
In Ledger View, use the available date range and column filters to adjust the appointments displayed in the table.
Use the My Views section on the left to switch between All Appointments, Advisor View, Team View, and any other available views.
Use the Capacity section on the left to review appointment capacity for Dealer Schedule, Online Schedule, Transport Options, Teams, and Advisors.
When displayed in Calendar View, use the orange horizontal current-time indicator as a reference for the current time.

Open appointment history

Select an appointment.
Select View Appointment History on the top right of the window.
Review the recorded creation and modification entries.
Use the history to identify when the appointment changed and which user made the recorded change.

Expected result: The appointment history provides an audit trail for supported appointment changes.

Review special appointment states

Cancelled or no-show appointments: Confirm that the status filter includes the state you need to review.
Reassigned appointments: Review the currently assigned service advisor and appointment history.
Appointments for a deactivated service advisor: Check filters and history, then ask an authorized manager to confirm how the advisor’s records should remain visible.

Troubleshooting

Confirm that the Appointments tab is enabled for your user.
Sign out and sign back in after an access change.
Confirm the correct dealership and date.
Check/clear active filters.
Select all service advisors you expect to see.
Refresh the page.
Ask an authorized manager to review your permissions.

For dealerships using Scheduler Plus, click the blue message icon in the bottom-right corner to open the AI Scheduler bot. The bot can help answer questions, navigate Scheduler, and assist with making changes to Scheduler-related settings and features.

Contact myKaarma Support when access, date, dealership, filters, advisor selections, permissions, and refresh have all been checked but the expected appointment is still missing. Provide the appointment date and time, the expected service advisor, and the filters you tested. Do not include customer information unless Support requests it through an approved channel.