Google Calendar and Outlook

The agent sees free time in your calendar and books appointments into it during the call.

Overview

With Google Calendar or Outlook (Microsoft 365) connected, the agent does two things during a call:

1. checks what is free on the day the caller asks about,
2. books the meeting - and refuses a time somebody already has.

You need no API keys and no n8n or Make scenario of your own. You sign in once to the account whose calendar the appointments should land in.

The agent sees busy time and adds new events. It never deletes or changes existing entries.

Connecting the account

1. Open Integrations and the Google Calendar or Outlook Calendar tile.
2. Click Connect with Google (or Connect with Microsoft) and accept the permissions on the provider’s screen.
3. You land back in the panel, and the connection is listed under the account’s address. Its settings open straight away: check the hours, days and meeting length and click Save.

Calendars are available on every plan, including Free.

When the agent may book

The settings open on their own right after you connect; change them later with the pencil next to the connection. The fields come filled with the defaults below.

Field	Default	What it does
Timezone	Europe/Warsaw	Callers give a local time; this is the zone the agent reads it in.
Book from / until	08:00 - 20:00	Outside these hours the agent neither offers nor books a time.
Days the agent may book	every day	1-5 is Monday to Friday, 1-6 adds Saturday. 1 is Monday.
Meeting length	30 minutes	How long an appointment takes unless the agent settles otherwise.
Calendar ID (Google only)	main calendar	Another calendar’s id: Settings for that calendar -> Integrate calendar.

The default hours are wide on purpose. If the salon takes clients from 9 to 5, say so here - a sentence in the agent’s prompt alone will not stop a booking at 7 pm.

Turning it on in the agent

In the agent editor, Integrations tab, switch on Schedule meeting and pick the connection. Under When to use it, and what to say, say which appointments the agent books and what it must collect, e.g. “Book consultations. Ask for the full name and the email we will send the confirmation to.”

If no connection is picked in the agent, or the picked one was removed, and the organization has exactly one calendar, the agent uses that one. With two or more calendars it does not guess: pick the connection in the editor.

If the caller gives an email, they receive the calendar invitation, addressed by their name. The name and phone number also go into the event description.

What it looks like in a call

1. Caller: “I’d like to come in on Thursday afternoon.”
2. The agent checks Thursday and offers two or three free times.
3. The caller picks one, and the agent reads the date and time back.
4. The agent books the meeting and confirms it only once the calendar answers.

When a day is full, the agent names the next day with an opening straight away (it looks up to 7 days ahead). When somebody took the chosen time in the meantime, the agent is told what is left and offers another.

Two calls booking the same calendar at the same moment cannot both get the same time. Bookings into one calendar on one day go one at a time, and the calendar is read again right before the event is created; the second caller’s agent hears that the time was just taken and offers another. A meeting the agent has just booked counts as taken for the next few minutes even if Google or Outlook does not list it yet.

The calendar in the panel

Events from connected calendars show on the Calendar page of the panel, alongside Cal.com bookings and the organization’s own calendars.

When something is off

Symptom	Cause	What to do
Connection test: “no longer accepts this sign-in”	Access was revoked, or the account’s password changed	Pencil next to the connection -> Reconnect the account. Agents need no changes.
The agent says it cannot check the calendar and takes details for a call back	Same as above - in a call the agent never confirms a time it could not book	Reconnect the account
The agent never offers Saturdays	The Days field says 1-5	Change it to 1-6
The agent says it cannot book, or gives a date years back	No calendar is picked in the agent and the organization has several (or none switched on)	Agent editor -> Integrations -> Schedule meeting -> pick the connection
The agent offers a time that is taken	The event is marked “free”, or the invitation was declined	Mark the event as “busy” in the calendar

Older webhook connections

Google Calendar connections created earlier through an n8n/Make webhook keep working, but they only write - the agent cannot see busy time through them. To move to sign-in, open such a connection with the pencil and click Connect with Google. The connection keeps its id, so agents do not need re-pointing.