Calendar

Enable your agent to check calendar availability and book appointments with customers.

Calendar

Enable your agent to check calendar availability and book appointments with customers. Your agent manages your schedule automatically, checking availability and creating calendar events.

Meet Customers Where They Are Calendar booking works wherever your customers are. Whether they're messaging on Instagram or Facebook, calling on the phone, chatting on WhatsApp, or using any other channel, your agent can book appointments seamlessly. No need for customers to visit your website or fill out forms—they can book directly from the platforms they're already using.

Calendar

How Calendar Integration Works

When customers want to schedule appointments, your agent checks your calendar availability and books time slots. The agent can check availability, suggest times, collect customer information, and create calendar events with automatic confirmations.

Calendar integration works seamlessly across all channels. Customers can book appointments wherever they are—on Instagram, Facebook, WhatsApp, phone calls, or any other channel. Your agent handles the entire booking process, meeting customers exactly where they're already engaging with your business.

Setting Up Calendar Integration

Step 1: Enable Calendar

  1. Navigate to your agent's configuration
  2. Go to the Actions section
  3. Enable Calendar
  4. Save your changes

Step 2: Configure Calendar Settings

  1. Configure business hours
  2. Set appointment duration defaults
  3. Configure buffer times between appointments
  4. Set availability rules

Step 3: Configure Booking Settings

  1. Set required information for bookings (name, email, phone) - this information is stored in Contacts
  2. Configure confirmation emails
  3. Set cancellation policies
  4. Configure reminder settings

Step 4: Test Calendar Integration

  1. Ask your agent to check availability
  2. Test booking an appointment
  3. Verify calendar event is created
  4. Check confirmation emails are sent

Calendar Features

Availability Checking Your agent can check your calendar to see available time slots. It considers:

  • Existing calendar events
  • Business hours
  • Buffer times between appointments
  • Recurring availability patterns

Appointment Booking Your agent books appointments by:

  1. Checking availability for requested times
  2. Collecting customer information (similar to Smart Forms, but specifically for appointments)
  3. Creating calendar events
  4. Sending confirmations

Multi-Channel Booking Customers can book appointments from any channel they prefer:

No matter where the conversation starts, your agent can complete the booking process without requiring customers to switch platforms or visit your website. Learn more about setting up channels for your agent.

Automatic Confirmations When appointments are booked:

  • Calendar events are created automatically
  • Confirmation emails are sent to customers
  • Reminder emails are sent before appointments
  • Calendar links are included for easy access

Rescheduling and Cancellations Your agent can help customers:

  • Reschedule existing appointments
  • Cancel appointments
  • View upcoming appointments
  • Modify appointment details

Booking Flow

Step 1: Customer Requests Appointment Customer indicates they want to schedule an appointment. They may specify:

  • Preferred date and time
  • Type of appointment
  • Duration needed
  • Special requirements

Step 2: Check Availability Your agent checks calendar availability (see Availability Checking for details):

  • Looks for available time slots
  • Considers business hours and existing events
  • Suggests alternative times if requested time is unavailable

Step 3: Collect Information Your agent collects required information:

  • Customer name
  • Customer email
  • Customer phone (if required)
  • Appointment details or notes

This information is automatically stored in Contacts for easy follow-up and future reference. If customers have interacted with your agent before, their information may already be available, making the booking process even faster.

Step 4: Confirm Booking Your agent confirms the booking:

  • Summarizes appointment details
  • Confirms date and time
  • Provides booking confirmation
  • Sends calendar event link

Step 5: Create Calendar Event Calendar event is created with:

  • Title and description
  • Date and time
  • Customer contact information
  • Location (if applicable)
  • Notes or special instructions

Calendar Configuration

Business Hours Set your business hours to control when appointments can be booked:

  • Set days of week you're available
  • Set start and end times
  • Configure timezone
  • Set holiday or closure dates

Appointment Duration Configure default appointment duration:

  • Set standard duration (e.g., 30 minutes, 1 hour)
  • Allow variable durations if needed
  • Set minimum and maximum durations

Buffer Times Set buffer times between appointments:

  • Prevent back-to-back bookings
  • Allow time for preparation
  • Account for travel time if applicable

Availability Rules Configure advanced availability:

  • Recurring availability patterns
  • Specific date availability
  • Blackout dates
  • Maximum appointments per day

Best Practices

Keep Calendar Updated Regularly update your calendar with:

  • Existing appointments
  • Unavailable times
  • Business hours changes
  • Holiday schedules

Set Clear Policies Define policies for:

  • Cancellation deadlines
  • Rescheduling rules
  • No-show handling
  • Refund policies

Test Regularly Test calendar integration regularly:

  • Check availability accuracy
  • Verify bookings are created correctly
  • Test confirmation emails
  • Verify calendar events appear correctly

Monitor Bookings Review booking analytics:

  • Appointment volume
  • Common time slots
  • Cancellation rates
  • Customer preferences
  • Which channels customers prefer for booking (Instagram, Facebook, WhatsApp, phone, etc.)

Meet Customers Where They Are The best booking experience is one that doesn't require customers to leave where they already are. By enabling Calendar booking across Instagram, Facebook, WhatsApp, phone calls, and all your channels, you remove friction and make it easy for customers to book appointments from the platform they're already using. Learn more about setting up channels for your agent.

Troubleshooting

Availability Not Accurate

  1. Check calendar events are syncing correctly
  2. Verify business hours are configured
  3. Review buffer time settings
  4. Check for timezone issues

Bookings Not Created

  1. Verify Calendar action is enabled in Actions
  2. Review booking configuration
  3. Check error logs for specific issues
  4. Ensure your agent is properly configured

Confirmations Not Sent

  1. Verify email configuration
  2. Check customer email addresses are valid
  3. Review email templates
  4. Test email sending manually

Next Steps

  • Learn about Smart Forms for collecting structured information from customers
  • Explore Smart Tickets for handling customer issues and escalations
  • Check out Orders for processing product orders
  • See how Calendar works with Contacts to manage customer information
  • Explore Actions to see how Calendar works with other agent capabilities
  • Learn about setting up Channels to enable booking across all platforms
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