Appointments and Google Calendar

Who it's for: everyone

What it's for

An AI agent can offer time slots and book appointments in the chat, with nobody on the team stepping in. Those appointments land on the Calendar and, if each professional connects their Google Calendar, they sync in both directions.

What the agent can do

With the calendar tools, the agent can offer available time slots, and book, list, reschedule and cancel appointments for the contact it is talking to.

Weekly calendar view with the week's appointments (check-ups and consultations at 9:00 and 11:00).

Set up professionals and services

Whoever administers the account defines this when configuring the appointments agent:

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Step:Add the professionals (people or resources, such as a room) with their weekly schedule.

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Step:Add the exceptions: dates when a professional doesn't work (holidays, vacations).

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Step:Add the services and indicate which professionals perform each one.

Approve or reject appointments

When you open an appointment on the Calendar you see the professional, the service, the details of who requested it, the status and how many times it was rescheduled. Whoever is assigned the appointment can:

Approve or reject pending appointments (when rejecting you can write a reason).
Cancel an appointment (also with a reason).
Reschedule an appointment.
Open the chat of the conversation where it was requested.

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Tip:The Calendar toolbar has a professional filter, to see only one person's appointments. It only appears if you manage at least one appointments agent.

Sync with Google Calendar

Each user connects their own Google Calendar from My profile (see My profile). The connection uses Google sign-in (OAuth), and afterwards each calendar is assigned to a professional.

From TalkAI to Google: appointments that are booked, rescheduled or cancelled are reflected in the professional's Google calendar.
From Google to TalkAI: anything the professional has busy in Google, even if entered by hand, blocks those times so the agent doesn't offer them. Changes or deletions of TalkAI appointments made in Google are reflected on the Calendar.

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Note:If Google stops accepting the connection (for example, you revoked access), your profile asks you to reconnect. Until then, those Google times aren't taken into account.

Common mistakes

The agent doesn't offer time slots: check the professional's weekly schedule and exceptions, and that the service is linked to them.
A time shows as busy with no TalkAI appointment: it may be an event from their Google Calendar.