Calendar & Scheduling
Set up calendar integration so your agents can check availability and book appointments during calls.
What Calendar Integration Does
Calendar integration turns your AI agents from simple phone answerers into full-fledged appointment setters. When a caller asks to book a time, the agent checks your client's real calendar availability — not a static list of hours — and books the appointment right there on the call.
No double-bookings. No "I'll have someone call you back." No missed opportunities. The caller hangs up with a confirmed appointment, and your client sees it on their calendar immediately.
Note: Calendar availability is checked in real time. If your client just booked their 2 PM slot through their website five seconds ago, the agent will know it's taken and offer 2:30 PM instead. There's no sync delay to worry about.
Supported Integrations
The platform currently supports two calendar integrations that work together:
| Integration | What It Does | Required? |
|---|---|---|
| Cal.com | Provides the scheduling engine — event types, availability rules, buffer times, and booking confirmations. | Yes — this is the core scheduling integration |
| Zoom | Automatically generates a unique Zoom meeting link for virtual appointments. | Optional — only needed for video call bookings |
How It Works During a Call
Here's what happens when a caller wants to book an appointment:
Caller Requests an Appointment
The caller says something like "I'd like to schedule a consultation" or "Do you have anything available this week?" The agent recognizes this as a booking intent.
Agent Checks Availability
The agent queries Cal.com in real time, pulling available slots based on the event type, the client's calendar, buffer times, and business hours.
Agent Offers Time Slots
The agent presents two or three available options: "I have openings on Tuesday at 10 AM, Wednesday at 2 PM, or Thursday at 9 AM. Which works best for you?"
Caller Picks a Slot
The caller chooses their preferred time. The agent confirms the details — name, phone number, email, and the selected time.
Booking Is Created
The agent creates the booking through Cal.com. If Zoom is connected, a meeting link is generated automatically. The caller and client both receive confirmation emails.
Calendar Updated Instantly
The appointment appears on the client's calendar immediately. The time slot is blocked so no one else can book it.
Zoom Integration
If your client offers virtual consultations — like a lawyer doing initial consults or a fitness trainer running remote sessions — you can connect Zoom to automatically generate unique meeting links for each booking.
When Zoom is connected:
- Every new booking gets its own Zoom link — no shared "permanent" meeting room
- The link is included in the confirmation email to both the caller and the client
- The agent can read the Zoom link to the caller on the phone if they ask for it
Tip: Not every business needs Zoom. A plumber booking a house call or a dentist scheduling a cleaning doesn't need a video link. Only connect Zoom for clients who actually do virtual appointments — it keeps the booking confirmation cleaner.
Setting Up Cal.com
Here's how to connect Cal.com to your agency and start booking appointments through your agents:
Create a Cal.com Account
If your client doesn't have one, head to cal.com and create a free account. The free plan supports one event type and basic availability — more than enough to get started.
Create an Event Type
In Cal.com, create an event type that matches the appointment your client offers. For a dentist, this might be "New Patient Consultation (30 min)." For a lawyer, "Free Case Review (15 min)." Set the duration, buffer times, and availability hours.
Generate an API Key
Go to Settings → Developer → API Keys in Cal.com. Click Create new key, give it a name like "AI Agency," and copy the key.
Connect in Agency Settings
In your Agency Portal, go to Settings → Integrations and click Connect next to Cal.com. Paste the API key and select the event type you want the agent to use.
Assign to an Agent
Open the agent you want to enable scheduling for. In the Tools section, toggle on Calendar Booking and select the Cal.com event type. Save the agent.
Test It
Make a test call and ask to book an appointment. Verify the agent checks availability, offers time slots, and creates the booking. Check the Cal.com dashboard to confirm the appointment appears.
Warning: Make sure the Cal.com event type has accurate availability hours. If your client works 9–5 but Cal.com shows availability until 8 PM, the agent will happily book calls at 7 PM — and your client won't be happy about it.
Tips for Better Booking Rates
Train your agent (via the system prompt) to offer two or three specific time slots instead of asking "When would you like to come in?" Specific options reduce friction and increase booking rates. "I have Tuesday at 10 or Thursday at 2 — which works better?" is more effective than "What day were you thinking?"
In Cal.com, add a 15- or 30-minute buffer between appointments. This prevents back-to-back bookings and gives your client time to prepare. A dentist cleaning that ends at 10:00 shouldn't have the next patient booked at 10:00.
Cal.com sends automatic confirmation and reminder emails. Customize these emails with your client's branding, address, parking instructions, and what to bring. That email is the first impression after the call — make it count.
For most businesses, one event type is plenty. A plumber doesn't need separate event types for "leak repair" vs. "drain cleaning" — one "Service Appointment" type with a reasonable duration covers it. The more options you give the agent, the more confused callers get.
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