> ## Documentation Index
> Fetch the complete documentation index at: https://docs.getyardo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Scheduling Appointments

> This guide explains how to create and manage appointments in Yardo using the internal appointment form. Appointments can be created from the main navigation or directly from the schedule page.

Scheduling evaluates real-time availability across **locations, zones, dock doors, equipment, maintenance windows, and holidays** to prevent conflicts before an appointment is created.

***

## Where to Create Appointments

Appointments can be created from two places:

* **Top navigation → New appointment** — best for quick entry
* **Schedule page → Create appointment** — best when planning visually against the calendar

Both entry points use the same appointment form and validation logic.

***

## Appointment Creation Flow

<Steps>
  <Step title="Select location and check availability">
    Choose a location, set a proposed date and time, optionally select a door, then run an availability check.
  </Step>

  <Step title="Enter appointment basics">
    Select the carrier, appointment type, and load type.
  </Step>

  <Step title="Define schedule">
    Set the scheduled start time, duration, and optional door assignment.
  </Step>

  <Step title="Add requirements and details">
    Specify equipment requirements, vehicle and cargo details, references, and notes as needed.
  </Step>

  <Step title="Create appointment">
    Review the details and submit the appointment.
  </Step>
</Steps>

***

## Availability Check

The **Availability Check** allows planners to validate feasibility before committing to an appointment.

<Card>
  **What availability checks include**

  * Location operating hours and holidays
  * Maintenance windows (location, zone, door)
  * Zone and door capacity limits
  * Equipment availability and reservations
</Card>

Running the check helps identify conflicts early and reduces rescheduling.

***

## Appointment Basics

### Carrier

Select the carrier associated with the appointment. If configured, a carrier contact can also be selected for communication and notifications.

### Appointment Type

Defines the operational direction of the appointment:

* **Inbound**
* **Outbound**

Appointment type affects door eligibility, zone rules, and capacity limits.

### Load Type

Describes how the load is handled (for example, live load/unload or drop).

***

## Schedule Details

### Scheduled Start

The date and time when the appointment is expected to begin. All times are evaluated using the **location’s time zone**.

### Duration

Defines how long the appointment occupies capacity. Defaults are derived from location or door settings but can be adjusted when needed.

### Door (Optional)

You may assign a specific dock door or leave it unassigned.

* Assigned doors reserve capacity at that door
* Unassigned appointments are placed using available capacity

***

## Equipment Requirements

Equipment requirements reserve pooled or asset-based equipment for the duration of the appointment.

Use this section to:

* Specify equipment type and quantity
* Enforce equipment availability during scheduling

If no equipment is required, this section can be left empty.

***

## Vehicle Information

Vehicle details support gate operations and yard visibility.

Optional fields include:

* Driver name
* Truck number
* Trailer number
* Seal number
* Equipment type

These fields can be completed later if information is not available at scheduling time.

***

## Cargo Details

Cargo information provides operational context for dock teams.

Fields include:

* Shipment size (for example, FTL or LTL)
* Commodity
* Quantity and unit type
* Weight

***

## References

References allow you to associate operational identifiers with an appointment.

Examples include:

* PO
* BOL
* PRO

Multiple references can be added as needed.

***

## Special Instructions

Use special instructions to capture operational notes such as:

* Gate codes
* Temperature requirements
* Drop trailer instructions

These notes are visible to relevant operational teams.

***

## Documents

Supporting documents can be uploaded and attached to the appointment.

Supported formats include PDF and common image types. Uploaded documents are retained with the appointment record.

***

## Creating the Appointment

Once all required fields are complete:

1. Review the appointment details
2. Resolve any availability warnings
3. Click **Create appointment**

The appointment is saved and becomes visible on the schedule according to its status and timing.

***

## Best Practices

* Run an availability check before finalizing high-impact appointments
* Use duration and equipment requirements that reflect real operations
* Add references and notes early to reduce follow-up communication
* Leave doors unassigned when flexibility is preferred

***

## Summary

The appointment form is the central tool for scheduling work in Yardo.

By validating availability and capturing accurate operational details at creation time, teams can reduce conflicts, improve dock utilization, and keep schedules reliable.