Calendar Booking

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Overview

Calendar integration enables system users to connect their preferred calendar services, such as Google Calendar or Outlook Calendar, to automate appointment management. By integrating a calendar, the AI Receptionist agent can handle bookings, manage availability, and schedule events based on user-defined preferences.

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Benefits of Calendar Integration

1. Streamlined Scheduling: Automatically manage appointments based on your calendar’s availability.
2. Multi-Calendar Support: Integrate with various services like Google Calendar, Outlook Calendar, cal.com, or Calendly.
3. Real-Time Synchronization: Ensure seamless updates across platforms to avoid conflicts.
4. Enhanced Productivity: Let the AI Receptionist agent handle scheduling tasks while you focus on other priorities.

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Steps to Set Up Calendar Integration

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1. Access the Integration Tab

1. From the main dashboard, navigate to Agent Manager.
2. On the left sidebar, click on the Action tab.
3. Locate the Calendar Integration section.

Note: If no calendar is connected, the user cannot create events, integrate, or view the calendar. A prompt will display, guiding the user to connect a calendar.

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2. Connect a Calendar

1. Click on the Connect Calendar button in the Integration tab.

2. A modal will appear, listing supported calendar services:
   • Google Calendar
   • Outlook Calendar
   • cal.com
   • Calendly

3. Select your preferred calendar service.
4. Authenticate your account by following the on-screen instructions for the selected service.
5. Once authentication is successful, the system will confirm the connection.

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3. Configure Calendar Availability

1. After connecting a calendar, you will see the Calendar Availability options.
2. Configure the following settings:
   • Meeting Hours: Define your available time slots for meetings:
     • Select the days of the week you are available.
     • Add specific time slots for each day.
     • Use the Copy Time Slots button to replicate availability across multiple days.
     • Change the time zone as needed.
   • Conflict Avoidance: Select calendars to avoid scheduling conflicts.
   • Default Calendar: Choose one calendar to sync all events.

3. Click Save Changes to apply your configurations.

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4. Create and Manage Events

1. Navigate to the Events section within the Calendar Integration tab.
2. To create a new event:
   • Click Create Event.
   • Fill in the event details:
     • Event Name (mandatory): Enter the name of the event.
     • Description (optional): Provide additional details about the event.
     • Participants: Add participants to the event.
     • Duration: Specify the duration of the event.
     • Notification Channels: Choose how participants will be notified (e.g., email, SMS).

• Click Save to finalize the event.

3. Manage existing events using the event table, which displays:
   • Event Name
   • Description
   • Booking Date
   • Action Buttons for editing or deleting events.

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5. Synchronize Calendars

1. Return to the Calendar Settings tab.
2. Use the Sync Now button to synchronize events across all connected calendars.
3. Review and adjust any conflicting events as needed.

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6. Adding Calendar Bookings on Agent Settings

The Calendar Booking feature allows your AI agent to manage appointments efficiently by leveraging pre-configured calendar events.

1. Navigate to the Actions tab under Agent Settings.
2. Locate the Booking Appointment card and click the + icon to begin.

3. Select from the list of pre-defined events created on the Calendar Action page.

4. Save the configuration to enable the Booking Appointment functionality for the selected agent.

5. Once configured, the agent will automatically:
   • Book Appointments: Schedule new appointments based on the user’s availability.
   • Cancel Appointments: Manage cancellations for previously scheduled events.
   • Reschedule Appointments: Adjust existing appointments to new time slots.

For a detailed guide on how to book, cancel, and reschedule appointments,visit the Booking appointment Guide prompt.