Last Modified On: March 2, 2026
The Task Appointment Scheduler allows you to schedule resources directly from a Project Task. Instead of manually coordinating availability, you can quickly find open time slots and assign resources in one streamlined workflow.
Launch the appointment scheduling window directly from a Project Task
Filter resources based on attributes
View available time slots
Select and assign the appropriate time slot
Confirm the booking without leaving the task
Reduces manual back-and-forth when scheduling
Ensures resources are assigned based on real availability
Improves visibility into resource capacity
Provides a consistent booking experience in both Salesforce and Experience Cloud
This feature helps you schedule appointments more efficiently while ensuring accurate and reliable resource assignments.
Please note:
In this article:
Although both features relate to resource management, they serve different purposes and are used at different stages of the scheduling process.
Purpose: Schedule specific work at a specific time
Used directly from a Project Task
Allows you to select an available resource
Assigns a defined time slot (date + time)
Creates a Salesforce Event to formally book the resource
Designed for appointment-style scheduling
Focused on booking and confirming availability
Think of it as:
“Who is available at this exact time to perform this task?”
Purpose: Analyze and manage workload capacity.
Provides visibility into how much work a resource has assigned
Shows planned vs. available capacity
Helps identify overbooking or underutilization
Used for planning and balancing workloads
Does not assign specific time slots
“How busy is this resource overall?”
Task Appointment Scheduler = Operational scheduling (booking time)
Resource Utilization = Capacity planning (workload visibility)
In short, Resource Utilization helps you plan intelligently, while Task Appointment Scheduler helps you execute scheduling precisely.
To ensure appointments are scheduled accurately, you can define each resource’s working hours and booking capacity. These settings determine when a resource is available for appointments and how many appointments can be scheduled during a given time slot.
Before scheduling appointments, configure each resource’s working hours and booking capacity in their Resource Profile. This allows the scheduler to identify available time slots and ensure resources are not overbooked.
Option 1: From the Resource Profile Tab Navigate to the Resource Profile tab and open the record for the resource.Option 2: From the Resources Tab in the Resource LWC Open the Resources tab in the Resource LWC, locate the resource, and click on their name. This will open the resource’s Resource Profile, where you can view and configure their availability, booking capacity, and other scheduling settings.
Edit the Resource Profile and populate the following:Booking Capacity defines the maximum number of appointments a resource can handle during the same time slot. For example, if a resource has a booking capacity of 3, the scheduler can assign up to three appointments during the same time period for that resource. This is useful for resources that can manage multiple jobs simultaneously, such as vendors, teams, or service providers. If left blank, it assumes a value of 1.
Work Start Time defines the earliest time a resource is available to begin appointments each day. The Task Appointment Scheduler uses this value to determine when appointments can start. Time slots earlier than the work start time will not be available for scheduling. For example, if the Work Start Time is 8:00 AM, the scheduler will not allow appointments to begin before 8:00 AM. If Work Start Time is left blank, the scheduler will assume the resource is available starting from the beginning of the day.
Work End Time defines the latest time a resource is available to finish appointments each day. The scheduler ensures that appointment slots do not extend beyond this time. If Work End Time is left blank, the scheduler will assume the resource is available until the end of the day. Click Save when finished.
You schedule resources to a time slot directly from a Project Task. This creates a Salesforce Event.Please note:
You must have editing permissions for the project to be able to schedule resources.
Appointment Duration
Defines the length of time (number of hours) required to complete the work associated with a Project Task when scheduling an appointment.
This value tells the scheduler how much time needs to be reserved in the calendar for the selected resource(s). When left blank, it assumes a duration of 1 hour.
Defines the number of resources required to perform the work associated with a Project Task.
This value tells the Task Appointment Scheduler how many people must be scheduled for the appointment. When left blank, it assumes 1 resource is needed.
Define the criteria (resource attributes) used to identify the most suitable resources for a Project Task.
These attributes help the Task Appointment Scheduler automatically return resources that meet the required skills, roles, or other qualifications needed to complete the work.
You can specify multiple Assignment Attributes by separating them with a semicolon ( ; ). This allows the scheduler to return resources that match all the provided attributes (for example: Electrical;ESA). When left blank, the Task Appointment Scheduler will not automatically return any resources when it opens. Users can still find resources by searching for attributes or by entering a resource name manually.
Note: If you do not see the above fields on the project task layout, please reach out to your Salesforce System Administrator and have them complete the steps outlined in Admin Guide - BETA - Task Appointment Scheduler.
A customer requires an installation service in Toronto that needs two installers working together for three hours.
The scheduler identifies qualified installers in Toronto and shows only the time slots where two installers are available at the same time for the required duration.
The scheduler displays available time slots that match the appointment duration and the selected resources’ availability. You can switch between dates using the arrows or by selecting a date from the calendar.
The number displayed beside each resource’s name represents the number of appointments already scheduled for that resource. This helps you quickly understand each resource’s workload, making it easier to choose a resource with sufficient availability for the appointment.
The number shown in the bottom-right corner of each time slot represents the remaining booking capacity for that resource during that time. This indicates how many more appointments can still be scheduled for that resource in that specific time slot based on the resource's booking capacity. Example: Given that a resource's booking capacity is 5, then If the number shows 3/5, it means three additional appointments can still be booked for that resource during that time. If the number shows 1/5, only one more appointment can be scheduled. If the number shows 0/5, the resource has no remaining capacity for that time slot and will display as "Fully Booked". This helps users quickly determine whether a time slot still has available capacity before scheduling an appointment. In the example below, Shoreline Co is showing 5/5, indicating that five resources are available for that time slot.
To schedule a resource for a time slot, double-click the desired time slot.
Enter the appointment details. Name - the title of the appointment (For example: Install Door Controllers).Calendar - the resource for whom the appointment is being scheduled.Start - The start date and time of the appointment. This field automatically defaults to the time slot you selected in the scheduler.End - The end date and time of the appointment. This is automatically calculated based on the appointment duration and the selected start time.Resources Required - The number of resources needed for the appointment. By default, this value is taken from the Appointment Resources field on the Project Task. If no value is specified there, it will default to 1.
When you are finished, click Save. A Salesforce Event will be created for the selected resource.
You can modify or delete a scheduled appointment if changes are required. Updating an appointment allows you to adjust details such as the date, time, or number of resources, while deleting removes the appointment and its associated Salesforce Event.
A window will open displaying all scheduled appointments. Use the scrollbar to scroll through the appointment details.
Click the Edit icon next to the appointment you want to update.
Update the appointment details as needed, or click Delete if you want to remove the appointment.
Appointments scheduled through the Task Appointment Scheduler are created as Salesforce Events. You can view these appointments directly in the Salesforce Calendar.
Next, define the filters for the List View so that only relevant appointments are displayed.
Set Owner to All Events to ensure the list view includes appointments regardless of who created or owns the event. This allows you to see all scheduled appointments for the resource.
Then, add a filter using the Name field. Set the Operator to Contains, and enter the name of the resource (for example, Shoreline Co). This ensures the list view only displays appointments related to that specific resource. List views do not have to be limited to a single resource or vendor. You can also configure filters to display appointments for multiple resources (for example, by specifying multiple name criteria) or create list views based on other attributes such as appointment type or location. This allows you to tailor list views to match your scheduling and reporting needs. Once the filters are configured, click Save.
Once saved, the List View will display only the appointments that match the filters you configured.
Once you've created your List View(s), go back to the Calendar view.
Now you can add a new Calendar using the List View(s) you've created. Click on the Calendar Options and select New.
Select "Event" as the object and click Next.
Populate the following fields:
Calendar Name – Enter a name for the calendar. This name will appear as the label for the calendar view displaying the scheduled appointments.
Field for Start – Select Start Date Time. This field determines the start date and time of the appointment event displayed on the calendar.
Field for End – Select End Date Time. This field determines the end date and time of the appointment event displayed on the calendar.
Apply a Filter – Select the List View you created earlier. This ensures the calendar only displays the appointments that match the filters defined in that List View.
Field Name to Display – Select Subject. This field determines the text that will appear on each calendar event, helping users quickly identify the appointment. Click Save to create the calendar.
Once the calendar configuration is saved, the calendar you created will appear under Calendar Options on the right side of the page.
Select the calendar from the list to display the scheduled appointments on the Salesforce Calendar.
You can define periods when a resource is unavailable for appointments, such as holidays, vacation time, or other non-working hours. Blocking unavailable time ensures the Task Appointment Scheduler does not display those time slots as available when scheduling appointments.
Blackout or unavailable dates and time periods are created directly from the Salesforce Calendar. When these events are added to the calendar, the scheduler automatically recognizes them and excludes those periods when displaying available appointment slots.
Subject – Enter a name for the event. This helps identify the reason the resource is unavailable (for example, Holiday, Vacation, or Training).
Start Date and Time – Specify when the unavailable period begins. The scheduler will prevent appointments from being scheduled starting at this time.
End Date and Time – Specify when the unavailable period ends. The scheduler will block appointment bookings until this time.
All-Day Event – Select All-Day Event if the resource is unavailable for the entire day. This option blocks the full day from being available for scheduling.
All Resources – Select this option to block the time period for both internal resources and external contacts (all calendars). This is useful for organization-wide holidays or closures that affect all resources such as holidays.
Internal Resources – Select this option to block the time period only for internal users within Salesforce, such as employees or team members who perform project work.
External Contacts – Select this option to block the time period only for external resources, such as vendors, contractors, or partner contacts who may be assigned to perform work. Click Save to create the event.
Once you save the event, the unavailable time will be recorded in the Salesforce Calendar.
The Task Appointment Scheduler will automatically recognize this blackout period and exclude those dates and times when displaying available appointment slots.