Google Calendar Connection

Connect Google Calendar to enable AI-powered appointment scheduling and availability management

Google Calendar Connection#

Connect Google Calendar to enable your AI agent to book appointments, check availability, and manage scheduling during conversations.

What You Can Do#

With Google Calendar connected, your AI can:

CapabilityDescription
Check availabilitySee when you are free based on calendar events and configured hours
Book appointmentsCreate calendar events for customer bookings
Send invitesAutomatic calendar invitations to attendees
Handle reschedulingUpdate the booking events it created and mark cancellations
Respect blocksHonor busy time and focus blocks
Manage waitlistsAdd customers to a waitlist when slots are full
List servicesPresent available service types with durations

Setting Up#

Step 1: Navigate to Connections#

  1. Go to your agent dashboard
  2. Click Settings > Connections
  3. Find Google Calendar in the list

Step 2: Authorize Access#

  1. Click Connect
  2. Sign in with your Google account
  3. Review permissions
  4. Click Allow

Permissions We Request#

  • View your calendars
  • View and edit events
  • Send event invitations

Configuring Calendar Booking#

After connecting, configure booking rules in Actions > Google Calendar:

Select Calendar#

Choose which calendar to use for bookings:

  • Primary calendar
  • Specific work calendar
  • Shared team calendar

Business Hours#

Define when bookings are allowed, per day:

Code
Monday-Friday: 9:00 AM - 5:00 PM
Saturday: 10:00 AM - 2:00 PM
Sunday: Closed

Scheduling Rules#

  • Session length -- appointment duration
  • Time slot intervals -- how often availability is offered (every 15, 30, 60, or 120 minutes)
  • Buffer between bookings -- gap before/after each appointment
  • Minimum booking notice -- how far in advance customers must book
  • Max advance booking -- how far into the future customers can book

Reschedule & Cancellation Policy#

  • Reschedule notice -- minimum time before the appointment a customer can reschedule
  • Cancellation notice -- minimum time before the appointment a customer can cancel

Extras#

  • Google Meet link -- toggle auto-creation of video call links on each event
  • Reference code format -- customizable prefix and length for booking references
  • Blocked Dates -- mark holidays or closures that are excluded from availability

How It Works#

Customer Interaction#

Code
Customer: "I'd like to book an appointment"
AI: "I'd be happy to help! What day works best for you?"
Customer: "How about Thursday?"
AI: "I have availability at 10:00 AM, 2:00 PM, and 4:00 PM on Thursday.
    Which works for you?"
Customer: "2 PM please"
AI: "I've booked you for Thursday at 2:00 PM.
    What's your email so I can send a calendar invite?"
Customer: "maria@example.com"
AI: "All set! A calendar invite has been sent to maria@example.com."

Behind the Scenes#

  1. AI checks your calendar for availability
  2. Confirms with customer
  3. Creates calendar event
  4. Sends invite to customer
  5. Adds to your calendar

Event Details#

Appointments created include:

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

Managing Bookings#

View Appointments#

  • Check your Google Calendar directly
  • Review booking behavior from the Google Calendar action settings when needed

Rescheduling#

AI can handle reschedule requests:

  • Customer requests change via chat
  • AI proposes new times
  • Updates calendar automatically

Cancellations#

  • Customer can cancel via chat
  • The booking is marked cancelled and the event updated (the agent does not delete calendar events)
  • Both parties notified

Multiple Team Members#

For teams with multiple staff calendars:

Shared Calendar#

Create a shared "Bookings" calendar that all team members access.

Per-Staff Calendars#

Connect individual calendars for each team member. The agent will check all connected calendars and present available slots across the team.

Example:

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

Troubleshooting#

"Calendar not loading"#

  • Refresh Google Calendar connection
  • Check calendar permissions
  • Try signing out and back in

"No available slots"#

  • Verify available hours are set in Actions > Google Calendar
  • Check if calendar is fully booked
  • Ensure date range is within the booking window

Events not syncing#

  • Force sync in Settings > Connections
  • Check Google Calendar is accessible
  • Verify no API limits exceeded

Best Practices#

  1. Create dedicated calendar -- Keep AI bookings separate from personal events
  2. Block personal time -- Use "Busy" for breaks and personal commitments
  3. Set realistic buffers -- Avoid back-to-back meetings
  4. Test thoroughly -- Book test appointments first before going live
  5. Monitor bookings -- Review weekly for scheduling patterns

Privacy and Security#

  • We only access calendars you select
  • Customer data is encrypted
  • The agent only creates and updates the booking events it owns -- it does not delete events
  • You can remove access anytime

Related Pages#