Google Calendar Actions

Let your AI agent schedule appointments, manage bookings, and handle waitlists automatically

Google Calendar Actions#

Enable your AI agent to check availability, schedule appointments, manage bookings, and handle waitlists -- all automatically during conversations with customers.

Prerequisites#

Before using calendar actions, you need to:

  1. Connect your Google Calendar
  2. Configure availability settings (working hours, buffer time, booking window)
  3. Enable the calendar actions you want in Actions

Available Actions#

Your agent has seven calendar actions:

ActionDescription
Check AvailabilityFind open time slots based on your calendar and configured working hours
Create EventBook a new appointment, collecting customer name, email, and purpose
List EventsShow upcoming events and schedule for a given date range
Update EventReschedule or modify an existing appointment
Cancel EventRemove a booking from the calendar with optional reason
WaitlistAdd a customer to a waitlist when no slots are available for their preferred time
List ServicesShow available services with their durations and descriptions

Booking Flow#

Here is how a typical booking conversation works:

Step 1: Customer Requests an Appointment#

Code
Customer: "I'd like to book a consultation"
Agent: "I'd be happy to help! What day works best for you?"

Step 2: Agent Checks Availability#

Code
Customer: "How about Thursday?"
Agent: "I have availability on Thursday at 10:00 AM, 2:00 PM, and 4:00 PM.
       Which time works for you?"

The agent checks your Google Calendar against your configured working hours and buffer times.

Step 3: Agent Confirms and Books#

Code
Customer: "2 PM please"
Agent: "I'll book you for Thursday at 2:00 PM. May I have your email
       for the calendar invite?"

Customer: "maria@example.com"
Agent: "All set! I've booked your consultation for Thursday at 2:00 PM.
       A calendar invite has been sent to maria@example.com."

Step 4: Event Created#

The appointment is created in your Google Calendar with:

  • Title: Customer name + service (configurable)
  • Description: Conversation summary and customer questions
  • Attendees: Customer email and your email
  • Reminders: Your default calendar reminders apply

Services List#

If you offer multiple services with different durations, configure a services list so your agent can present options:

Code
Customer: "What services do you offer?"
Agent: "We offer the following:
       1. Initial Consultation (30 minutes)
       2. Full Assessment (60 minutes)
       3. Follow-up Session (15 minutes)
       Which would you like to book?"

Open Actions, select Google Calendar, and configure Services there.

Waitlist#

When all slots are full for a customer's preferred time, the agent can offer to add them to a waitlist:

Code
Customer: "Can I book Thursday afternoon?"
Agent: "Unfortunately, all Thursday afternoon slots are taken.
       I can add you to the waitlist and notify you if a slot opens up.
       Would you like that?"

Customer: "Yes please"
Agent: "Done! You're on the waitlist for Thursday afternoon.
       We'll reach out if a spot becomes available.
       Would you also like to check availability for Friday?"

Staff and Team Scheduling#

Multiple Calendars#

Connect multiple Google Calendars for different team members or services:

  • Each calendar can have its own availability settings
  • The agent checks all connected calendars when looking for slots
  • Events are created on the appropriate team member's calendar

How It Works#

  1. Go to Connections > Google Calendar
  2. Connect calendars for each team member
  3. Configure availability per calendar
  4. The agent will offer available slots across all team calendars

Example:

Code
Customer: "I need a haircut appointment"
Agent: "I have openings with Sarah on Wednesday at 11 AM,
       or with Mike on Thursday at 3 PM. Which works for you?"

Rescheduling and Cancellations#

Rescheduling#

Code
Customer: "I need to reschedule my appointment tomorrow"
Agent: "No problem! I found your appointment for Wednesday at 2 PM.
       I can move you to Thursday at 10 AM or Friday at 11 AM.
       Which do you prefer?"

Customer: "Thursday at 10"
Agent: "Done! Your appointment has been moved to Thursday at 10:00 AM.
       An updated calendar invite has been sent."

Cancellation#

Code
Customer: "I need to cancel my appointment"
Agent: "I found your appointment for Friday at 3 PM.
       Are you sure you'd like to cancel?"

Customer: "Yes"
Agent: "Your appointment has been cancelled.
       Would you like to rebook for another time?"

Availability Settings#

Configure these settings from Actions > Google Calendar:

Working Hours#

Define when appointments can be booked:

  • Days of the week
  • Start and end times per day
  • Time zone

Buffer Time#

Add gaps between appointments:

  • Before meetings (e.g., 10 minutes for preparation)
  • After meetings (e.g., 15 minutes for notes)

Booking Window#

Control how far ahead customers can book:

  • Minimum notice (e.g., 24 hours -- prevents same-day bookings)
  • Maximum future (e.g., 30 days ahead)

Appointment Duration#

Default meeting length:

  • 30 minutes
  • 60 minutes
  • Custom / variable (based on service type)

Notifications#

When an event is created, updated, or cancelled:

  • Customer receives a Google Calendar invite via email
  • You see the event on your calendar
  • Both parties receive reminder notifications based on calendar settings

Troubleshooting#

"No Available Slots"#

Check these:

  1. Verify your working hours are configured correctly in Actions > Google Calendar
  2. Check if your calendar is fully booked for the requested dates
  3. Ensure the booking window allows the requested date (e.g., minimum notice is not blocking it)
  4. Check that buffer time is not consuming all available slots

Agent Not Booking Correctly#

  1. Verify the Google Calendar connection is active in Connections
  2. Check that the correct calendar is selected
  3. Test by checking your Google Calendar directly after a booking
  4. Ensure the calendar action is enabled in Actions

"Calendar Not Loading"#

  1. Go to Connections > Google Calendar
  2. Check the connection status
  3. If expired, disconnect and reconnect
  4. Re-authorize with your Google account

Events Not Appearing on Calendar#

  1. Verify the event was created (check AI action logs in your dashboard)
  2. Check you are viewing the correct calendar in Google Calendar
  3. Ensure the connected Google account has write access to the calendar

Best Practices#

  1. Set realistic availability -- Do not overbook. Leave breathing room between appointments.
  2. Add buffer time -- Allow preparation time before meetings and wrap-up time after.
  3. Require minimum notice -- Prevent last-minute bookings that you cannot prepare for.
  4. Test the full flow -- Book a test appointment from start to finish before going live.
  5. Create a dedicated calendar -- Keep AI-booked appointments separate from personal events for clarity.
  6. Configure services -- If you offer different appointment types, set up a services list so the agent can present options.

Next Steps#