How to Integrate Google Calendar with CallFluent AI to Schedule Bookings

Introduction

In this guide, you'll learn how to integrate Google Calendar with CallFluent AI, create an automated calendar booking action, and test the entire process. By the end, your AI agent will be capable of scheduling appointments directly into your calendar, tailored to your availability.

Step 1: Google Calendar Integration

1. Connect Calendar

   • Go to the workspace Settings by clicking on the upper left "gear" icon.
     
     
     
   • Scroll down to find the Google Calendar Integration option and click Connect Calendar.
   • Follow the prompts to sync your Google Calendar.
     
     
     

2. Authorize Access

   • Grant the platform permission to view and edit calendar events.
   • This ensures booked calls instantly appear in your calendar.
     
     
     

3. Set Availability

   • Define your standard business hours and blackout dates directly in your Google Calendar settings.
   • The AI will only schedule appointments within these timeframes.

4. Check Integration

   • Create a test event to confirm it appears in your calendar and can be edited as needed.

Step 2: Create the Calendar Booking Action for your CallFluent AI Agent

1. Access Actions Tab

   • Navigate to the Actions tab in the left navigation menu.
   • Click Create New Action.
     
     
     

2. Configure the Action

   • Provide a descriptive name, booking title, and description for the automation.
     
     
     
   • Add prompt instructions to trigger the action during a phone call.
     
     
     
     

3. Set Meeting Details

   • Go to the Meeting Details tab and configure:
     • Availability Check Period: Choose 1 day, 1 week, or 1 month.
     • Meeting Duration: Set appointments for 30 min, 45 min, 1 hr, etc.
       
       
       
     • Weekly Availability: Define timeframes for weekdays and weekends when appointments can be booked.
       

4. Keep Instructions Simple

   • Use clear and straightforward instructions for the agent to follow during the conversation.

Step 3: Do a Test Call

1. Initiate a Test Call

   • Simulate a call with your AI agent to check the booking process.

2. Observe Booking Process

   • Ensure the agent greets you, collects relevant details (name, time preferences), and schedules an appointment.

3. Verify Booking

   • Check your Google Calendar to confirm the appointment appears correctly.
   • Edit the booking to ensure it's fully functional.

4. Success

   • Congratulations, your AI agent is ready to book appointments seamlessly!

Bonus: Example CallFluent AI voice agent Instructions for Booking Automation

Here’s a sample you can adapt for your specific business:

"You are an AI phone agent for Harmony Home Renovations. When speaking with a caller, greet them warmly, understand their kitchen remodel interests, and highlight our free in-home design consultation. Offer to schedule a convenient appointment, collect their name and preferred time, and confirm the details before ending the call on a positive note."

Use these steps and examples to create a smooth, automated booking experience for you and your customers!