Navigating crowded flight coordination conferences requires strategic networking, meticulous scheduling, and real-time access to the latest slot information. The International Air Transport Association (IATA) has developed the Appointment Calendar (AppCal) to address these challenges. More than a simple scheduling tool, AppCal serves as a critical platform for efficient communication, precise coordination, and opportunity capture during slot conferences. This comprehensive guide will help participants maximize their use of AppCal to achieve optimal results at IATA scheduling events.
AppCal Overview: Your Dedicated Meeting Coordination Assistant
AppCal is designed to help participants efficiently schedule meetings with other attendees at IATA slot conferences. The platform enables users to create profiles, connect with other delegates, and arrange meetings seamlessly. Key functional modules include:
- Profile (About): Establish your professional presence to facilitate effective meeting coordination.
- Login: Secure access to the AppCal system for timely participation.
- Customization: Personalize your AppCal interface to match individual preferences.
- Participants: Search and connect with other attendees to build valuable business relationships.
- Appointments: Schedule, accept, and manage meetings to optimize your conference agenda.
- Message Center: Communicate with participants and share critical information.
- Slot Change Requests (SCR) & Swaps: Manage slot modifications and exchanges through the platform.
Access Privileges: Eligibility Criteria
Not all conference participants receive full AppCal access. Typically, the following representatives qualify for complete platform access:
- Registered airline head delegates and airline representatives
- Coordinators and head coordinators
- One exhibitor login per booth
Support staff requiring AppCal access must have their head delegate (HOD) update their credentials in the online authentication system within 48 business hours. Limited "Visitor" access is granted to support staff and observers, permitting only view capabilities of attending representatives and their conference locations.
Key Dates: AppCal Activation Timeline
AppCal features become available progressively to ensure organized preparation. Below is the activation schedule for the 2025 Lisbon IATA Slot Conference (ISC157):
| Date | Feature Activation | Eligible Users |
|---|---|---|
| October 29, 2025 (10:00 UTC) | Profile customization opens | All qualified delegates |
| November 4, 2025 (10:00 UTC) | Meeting requests and messaging for coordinators | Coordinators only |
| November 10-13, 2025 | Gradual expansion of meeting request privileges | Various participant categories |
| November 17, 2025 (08:00 local) | Full functionality for all eligible participants | All qualified delegates |
| November 20, 2025 (18:00 local) | Conference concludes - no new meetings | All participants |
| December 9, 2025 (10:00 UTC) | Message box purge | All participants |
Platform Access: Digital Credentials
After registering for the conference and being loaded into AppCal, participants receive login credentials via email from AppCal@iata.org. First-time users must change their password upon initial login. The system accommodates unlimited subsequent password changes.
Profile Customization: Professional Presence
The "My Info" section allows participants to personalize their profiles. Coordinators must list their represented airport codes under "Airport/Department" to facilitate airline meeting planning.
Calendar Management: Time Optimization
AppCal offers multiple calendar views:
- Personal calendar
- Company-wide calendar
- Favorites calendar
- Participant-specific calendars
Users can block unavailable time slots and color-code different meeting types for visual organization.
Participant Search: Strategic Networking
The platform enables targeted searches by:
- Participant category
- Company name/code
- Country
- Airport/department
- Name
Users can create and manage favorite contacts lists for quick reference, with options to import previous conference contacts.
Meeting Coordination: Efficient Scheduling
AppCal streamlines the meeting request process through:
- Direct meeting requests
- Requests with notes
- Extended duration requests
The system automatically updates meeting locations according to conference protocols.
Communication Tools: Maintaining Connectivity
The message center facilitates:
- Company-wide message visibility
- SCR message composition
- Slot exchange coordination
All SCR messaging follows IATA's Standard Schedules Information Manual (SSIM) guidelines, with SSIM taking precedence in case of interpretation discrepancies.