The short answer. AgentDS books appointments against the client, with a responsible person, and lets your front desk check people in when they arrive. Booked clients are checked in from the appointment, walk-ins are added at reception, and everyone who is checked in joins one office queue your team can see. Export any appointment as a calendar file when you need a copy in your calendar.
What it does today
- Appointments on the client record. Book an appointment for a client, choose the responsible person and add any notes. The appointment sits on the client's record with their applications, documents and fees.
- Appointments on the dashboard. Today's appointments appear on the dashboard with overdue work and other figures, so the day starts from the same picture for everyone.
- A client message when you book. When you save an appointment, you can prepare a message to the client with the details and send it from AgentDS. Every email carries an unsubscribe link.
- Calendar files. Export an appointment as a calendar file to add it to Outlook, Google Calendar or Apple Calendar.
- Office check-in for staff. A check-in form for staff at reception records each visitor's name and a phone number or email, with a short privacy notice the visitor agrees to. The consent is stored with the check-in record.
- One office queue. Check in a booked client straight from their appointment, or add a walk-in. Linked appointments follow the queue status, and marking a visitor as left cancels the linked appointment, so the day's record stays accurate.
- Roles for the front desk. Staff roles decide who can check visitors in, so reception can run the queue while private case work stays with the practitioners assigned to it.
How a practice uses it
- Book the consultation. When a client asks for a meeting, book it on their record, choose who they will see and prepare the confirmation message.
- Send the calendar file. Export the appointment and add it to the practitioner's calendar.
- Check people in at reception. When the client arrives, reception opens the appointment and checks them in. The practitioner sees them in the queue.
- Handle walk-ins the same way. Someone without a booking is added at reception with their name and contact details, and joins the same queue.
- Keep the record with the client. After the meeting, write the file note of what was discussed on the client's record, and give any next steps an owner and a due date.
Why it helps a busy front desk
A migration practice often has consultations, document drop-offs and walk-in enquiries on the same morning. With appointments and check-ins in one place, reception can see who is expected, who has arrived and who they are waiting for, and practitioners can see their next client without a phone call. Because each appointment sits on the client record, the history of every visit stays with the file.
Online booking
Clients can also book themselves through your public booking link, within the hours, breaks and buffers you set for each service and staff member. Every confirmation carries a link to change or cancel within your agency's deadlines.
Education agencies
Agencies that place students book counselling sessions and check students in the same way. The student visa workflow shows how appointments fit alongside the course and visa applications.
Frequently asked questions
Who can check visitors in?
Staff whose role allows it, such as reception. The check-in form is for staff at the front desk, and each check-in is recorded with the visitor's consent to the privacy notice.
Can I add appointments to my calendar?
Yes. Export any appointment as a calendar file and open it in your calendar app. Inside AgentDS, the Appointments calendar shows the day, week or month for you or the whole team, filtered by staff member and service.
What happens to an appointment when a visitor leaves?
Linked appointments follow the queue status. Marking a visitor as left cancels the linked appointment, so the day's record matches what happened.
Can reception see client case notes?
Staff roles and case assignments control access. Reception and accounts staff have their own permissions, and practitioners see private case work when it is assigned to them. See the security page for details.