Setting up Google Calendar integration

Valid for AI Receptionist.

The Google Calendar feature allows your AI Receptionist to independently book appointments with clients during active conversations. This guide outlines how to prepare the necessary contact details, switch on the calendar functionality, and verify that the system works correctly.

All core attributes must be configured in the Settings menu of your portal.

Requirements

You have access to your AI Receptionist portal.
You have navigated to the Settings menu.

Note

This service utilizes a dedicated API rather than connecting to a private or corporate Google account. It schedules events strictly based on the user's requested time and does not check for existing scheduling conflicts. If the designated manager uses a standard Google account, the meeting will populate automatically on their calendar. Non-Google users will receive a standard email invitation.

Confirming the organizer's email

Before turning on the scheduling capabilities, you must define which email address will act as the meeting organizer and receive the calendar invites.

In the provided search field (Search by idn, title, group) type in project_business_manager_email.
Enter the appropriate email address for the staff member overseeing these appointments.

Activating the integration

You must explicitly instruct your AI Receptionist to utilize the Google Calendar system for booking requests.

In the provided search field (Search by idn, title, group) type in project_attributes_setting_calendar_event_integration.
Select google_integration from the provided dropdown list.
Save your changes to apply the new configuration.

Structuring the conversation scenario

To successfully generate a calendar event, the AI must collect specific client data and use a distinct trigger phrase.

Ensure your active scenario is programmed to gather the caller's full name, email address, phone number, and desired meeting time.
Require the agent to summarize the collected data and recite the required trigger phrase (e.g., stating it will send the invite immediately) to finalize the booking.

Verifying the setup

Once all configurations are saved, it is recommended to perform a trial run to ensure the automated booking process functions flawlessly.

Initiate a test conversation via voice or text with your AI agent.
Prompt the agent by asking to schedule a demonstration or meeting at a specific time.
Verify that the AI successfully requests and confirms your contact details.
Check both the assigned manager's inbox and the provided customer email inbox to ensure the calendar invitations were delivered successfully.