Appointment Tasks

Appointment Tasks (previously called Event Tasks) are for any scheduled appointment tied to a transaction — showings, inspections, walkthroughs, or closings.

Unlike standard tasks, they're appointment-based rather than date-based. You can build them into a workflow or add them to a live transaction. Launched from a workflow, an appointment task starts in the No Due Date section until you assign a date and time — at which point Nekst automatically creates a Google Calendar invite.

Creating an appointment task

Create one directly on a transaction, or add it to a workflow as a placeholder for a future appointment.

For example:

• Create an appointment task called Home Inspection.
• Add SmartTags in the description to personalize it with transaction or service-provider details.
• When the inspection is scheduled, assign a date and time — Nekst creates and sends a Google Calendar invite.

Appointment tasks can be updated or canceled anytime, and the changes sync to your calendar and to everyone you invited.

Customizing appointment details

When creating an appointment task, you can include:

• Appointment Name
• Date & Time (only in active transactions)
• Time Zone (appears once you enter a Start Time)
• Location (optional)
• Description with SmartTags (optional)
• Invitees (clients, service providers, or team members)

Tip: SmartTags personalize the details. For example: "Hi #contacts.buyer.firstName — your home inspection for #transaction.fullPropertyAddress has been scheduled for #transaction.inspectionDate."

Set the appointment's time zone

Reach for this when an appointment happens in a different time zone than yours, like a showing in Arizona while you're in California.

1. Enter a Start Time. The Time Zone field appears to the right of End Time. In the mobile app it sits on its own line below the times.
2. Open Time Zone and pick the zone the appointment happens in. US time zones are listed first, with full names like Pacific Time - Los Angeles (PDT).

New appointments start with the time zone from your Profile, or your device's time zone if your profile has none, so most of the time there's nothing to change. Once you pick a zone, the field shows its three-letter abbreviation for the appointment's date, such as PST in winter and PDT in summer. Open the appointment again later and it shows the zone it was saved with.

On Google Calendar, each invitee sees the appointment in their own calendar's time zone.

Preview before sending

Before setting an appointment task live, preview the message to make sure it looks right. Once you activate it, Nekst sends the calendar invite and syncs it to your Google Calendar (if connected). The preview shows the time with the time zone's abbreviation, for example 2:00 PM MST.

Common uses

• Buyer or seller consultations
• Listing appointments
• Photography sessions
• Home inspections
• Final walkthroughs
• Closings

Linking your Google Calendar

To sync appointments with Google Calendar:

1. Go to Settings → Calendar Integration.
2. Click Connect Google Calendar.
3. Sign in and grant Nekst permission to manage calendar events.
4. You'll get a confirmation once linked.

You can link or unlink anytime. Once connected, all appointment task updates — new invites, time changes, cancellations — sync automatically.

Viewing appointment tasks

Appointment tasks appear in your task list with a calendar icon.

• Without a date/time, they sit in the No Due Date section.
• Once scheduled, they sync to your calendar and appear alongside active tasks.
• Filter your task list by Appointment Tasks to see only upcoming events.

Invitees receive a calendar invite email:

The sender sees the appointment on their Gmail calendar if the integration is set up; otherwise the sender receives their own invite email.

Client Portal option

Appointment tasks can appear on your Client Portal Roadmap alongside other Key Date tasks. Select the appointment task to include it on the Client Portal Setup page.

FAQ

What happens if I delete an appointment task? It's removed from all invitees' calendars.

What if I change the date or time? Invitees get an updated email and their calendar adjusts automatically.

Can I add invitees later? Yes — open the task, add recipients, and click Update to send them a new invite.

What happens when I mark it complete? It leaves your Nekst to-do list, but the calendar event stays on invitees' calendars.

Can I create an all-day appointment? Yes — leave the start and end times blank. To turn a timed appointment back into an all-day one, click the X in Start Time. That clears End Time too, and the Time Zone field goes away.

Will the time show in my Nekst calendar? Not yet — Nekst calendars currently show all tasks as all-day events, but exact times appear in your connected Google Calendar.

Updated on: 10/08/2026