View Custom Form Submissions (Appointment Side Drawer)

Overview

The View Form Submissions feature allows users to see responses from custom booking forms directly within the Appointment Modal. This eliminates the need to navigate to the Forms module or Contacts to review details, making your scheduling workflow faster and more seamless.

• Forms Tab in Appointment Modal A new Forms tab appears within the Appointment Modal if the appointment has a custom form submission attached.
• Structured Submission View Submitted form responses are displayed in a clean, structured format that mirrors the layout of the Forms module.
• Access from Anywhere Whether you're in the Calendars, Contacts, or Conversations tab, clicking on an appointment will show the Forms tab if applicable.

1. 1Navigate to Calendars Go to your Calendar and click on any recent appointment.
2. 2Open Appointment Modal Click the appointment card to open its details.
3. 3Check for the Forms Tab If a custom form was submitted during the booking process, a Forms tab will be visible in the modal.
4. 4View Form Responses Click the Forms tab to see a detailed, structured view of the submission.

• This feature supports only custom forms added to the booking flow.
• Form submissions will appear only for appointments created on or after April 9, 2025.
• Default booking form submissions (Name, Email, Phone) do not appear in the Forms tab at this time, since this data is already shown in the Contact section.
• Support for viewing default form submissions inside the Forms tab is coming soon.
• Quickly review intake questions and custom data before a meeting.
• Reduce back-and-forth between modules.
• Improve customer experience with more informed conversations.

Before you begin

“View Custom Form Submissions (Appointment Side Drawer)” is part of the Calendars → Appointments area in Adaptive AI. Create, update, reschedule, cancel, and report on appointments. Calendar changes affect availability, assignment, reminders, and conflict checking. Validate the complete booking experience rather than relying only on the administrator preview. The objective is not merely to save a setting; it is to confirm the result works for the staff member or customer who will depend on it.

• Confirm the business time zone, user time zone, appointment duration, buffers, minimum notice, and booking window.
• Review each assigned team member and verify that the correct personal or external calendars are connected and authorized.
• Identify which calendars should write new appointments and which calendars should only be checked for conflicts.
• Use a test contact and an email address or phone number that can receive confirmations without contacting a real customer.
• Note any group, room, equipment, service, or round-robin rules that may affect which time slots are offered.

Verify the result

After completing the instructions in this guide, use a controlled test before treating the setup as finished. A saved screen or success message confirms configuration, but only an end-to-end test confirms the business outcome.

1. 1Open the public booking link in a private browser window and confirm the correct calendar, service, team, and time zone appear.
2. 2Book a controlled test appointment and verify it appears in Adaptive AI and on the intended connected calendar.
3. 3Confirm blocked or conflicting times are unavailable while genuinely open times remain bookable.
4. 4Check the confirmation, reminder, reschedule, and cancellation experience using the same links a customer receives.
5. 5Cancel the test appointment and verify availability, status, notifications, and connected-calendar events update as expected.

Troubleshooting checklist

If the result differs from what you expected, preserve the current state and isolate one variable at a time. Start with the checks below before deleting the configuration or rebuilding it from scratch.

• Compare account, user, and external-calendar time zones when times appear shifted or unavailable.
• Check linked and conflict calendars for duplicate connections, all-day events, recurring events, or stale authorization.
• Review availability, buffers, minimum notice, date range, capacity, and assignment rules before assuming the calendar is malfunctioning.
• Confirm the selected user is active, belongs to the calendar, and has permission to receive or manage appointments.
• Test in a private window to separate a saved configuration issue from browser cache or an authenticated preview.

Best practices

• Keep one documented source of truth for business hours and define exceptions for holidays, events, and planned absences.
• Use clear calendar names that identify the service, location, duration, or assigned team instead of generic labels.
• Test booking, rescheduling, cancellation, reminders, and conflict behavior after every material calendar or integration change.
• Avoid connecting the same external calendar through multiple users unless the conflict behavior is intentional and tested.
• Review upcoming availability from the customer view regularly, especially after daylight-saving or staffing changes.