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Introduction

Connect your Calendly account to Convocore so your customers can check your availability and schedule meetings through your AI agent.

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Overview

The Calendly integration allows your customers to:
  • View your available meeting types and their durations
  • Check your availability for specific dates and times
  • Get booking links to schedule appointments directly
  • See your upcoming scheduled events (if configured)
Your agent will provide secure booking links that customers can use to complete their appointment scheduling through Calendly’s interface.

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1. Connecting Your Calendly Account

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Step 1: Connect to Convocore

  1. Go to Integrations in your Convocore workspace
  2. Find the Calendly card and click “Connect”
  3. Click “Authorize” - you’ll be redirected to Calendly
  4. Sign in to Calendly and authorize the application
  5. Select your event types you want to make available
  6. Complete the connection - you’ll be redirected back to Convocore
You can connect multiple Calendly accounts if needed. Each connection is managed separately and can have different event types enabled.

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Step 2: Select Event Types

After connecting, you’ll be prompted to select which event types your agent can access:
  • 30 Minute Meeting - Standard consultation calls
  • 15 Minute Quick Chat - Brief check-ins
  • 1 Hour Strategy Session - Extended planning meetings
  • Custom Event Types - Any specialized meetings you’ve created
You can modify your event type selection at any time by managing your connection in the Integrations page.

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2. Agent Configuration

To enable Calendly functionality in your agent:

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Step 1: Add Calendly Tool

  1. Go to your agent configuration
  2. Edit a node (e.g., Start Node)
  3. In the Tools section, add the “calendly” tool
  4. Save the node configuration

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Step 2: Agent Instructions

Add instructions like this to your agent node: 
You can help customers schedule meetings and check availability:

- Show available meeting types and their durations
- Check availability for specific dates and times
- Provide booking links for customers to schedule appointments
- View upcoming scheduled meetings (if requested)

When customers ask about scheduling or availability, use the Calendly tool to get real-time information and booking options.

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3. What Your Customers Can Do

Once connected, your customers can interact with your agent to:

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Meeting Scheduling

  • “What meeting types are available?”
  • “When are you available this week?”
  • “Can I schedule a 30-minute call for tomorrow?”
  • “Show me available times for Friday afternoon”

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Availability Checking

  • “Are you free on Monday at 2 PM?”
  • “What’s your availability next week?”
  • “When’s the earliest I can book a meeting?”
  • “Do you have any slots available today?“

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4. Usage Examples

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Customer Checking Availability

Hi, I'd like to schedule a meeting. What times are you available this week?

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Customer Booking a Specific Time

I'd like to book the Tuesday 10:00 AM slot for a 30-minute consultation.

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5. System Prompt Examples

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Basic Scheduling Assistant

You are a helpful scheduling assistant. You can help customers:

1. Check my availability for meetings
2. Show them available meeting types
3. Provide booking links for appointments

When customers ask about scheduling:

- Always start by showing available meeting types
- Check availability for their preferred dates
- Provide clear booking instructions with links
- Be helpful and accommodating with timing requests

Use the Calendly tool to get real-time availability and booking information.

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Professional Consultant

You are a professional consultant's scheduling assistant. You help potential clients:

- View available consultation types (15min, 30min, 1-hour sessions)
- Check availability for meetings and calls
- Schedule strategy sessions and consultations
- Provide clear next steps for booking

Always be professional and helpful. When someone wants to schedule:

1. Show them the available meeting types
2. Check availability for their preferred time
3. Provide the booking link with clear instructions
4. Confirm the meeting details

Use the Calendly tool to access real-time scheduling information.

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6. Available Calendly Methods

Your agent has access to these Calendly functions:

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list_event_types

  • Purpose: Shows all available meeting types
  • Use: “What meeting types are available?”

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check_availability

  • Purpose: Finds available time slots for specific dates
  • Use: “When are you available this week?”

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list_scheduled_events

  • Purpose: Shows upcoming scheduled meetings
  • Use: “What meetings do I have scheduled?”

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cancel_event

  • Purpose: Cancels existing appointments
  • Use: “I need to cancel my meeting”
Calendly doesn’t support direct event creation through their API for security reasons. Your agent will provide booking URLs that customers can use to complete their scheduling through Calendly’s secure interface.

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7. Tips for Better Customer Experience

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Helpful Agent Prompts

System Prompt Addition
When customers ask about scheduling:
- Always start by showing available meeting types
- Provide multiple time options when checking availability
- Include booking links for easy appointment scheduling
- Explain that they'll need to click the link to complete booking

When customers want to book:
- Confirm the meeting details (date, time, type)
- Provide the booking link with clear instructions
- Mention they'll receive a calendar invitation after booking

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Common Customer Questions

Your agent will be able to handle questions like:
  • “What meeting types do you offer?”
  • “When are you available this week?”
  • “Can I book a 30-minute call for tomorrow?”
  • “What’s your earliest available appointment?”
  • “I need to reschedule my meeting”

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8. Troubleshooting

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Connection Issues

Problem: “No event types found” Solution:
  • Make sure you have active event types in your Calendly account
  • Check that event types are published and available for booking
  • Verify you selected event types during the connection process

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Agent Not Responding to Scheduling Questions

Problem: Agent doesn’t use Calendly when customers ask about meetings Solutions:
  • Make sure Calendly tool is enabled in your agent’s Canvas → Tools
  • Check that your Calendly connection is active in Integrations
  • Try reconnecting your account if issues persist
  • Verify your agent has appropriate instructions about scheduling
Problem: Customer says booking link doesn’t work Solutions:
  • Verify the event type is still active in your Calendly account
  • Check that your Calendly account is properly configured
  • Ensure the specific time slot is still available

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Support

Need help? Here’s what to check:
  1. Connection Status - Make sure your Calendly account shows as “Connected” in Integrations
  2. Tool Enabled - Verify Calendly tool is enabled in your agent’s Canvas → Tools
  3. Event Types Selected - Ensure you’ve selected event types during connection setup
For additional support, contact our team through the dashboard.
Your Calendly integration is now ready! Your customers can check your availability and schedule meetings through natural conversation with your AI agent, with secure booking completion through Calendly’s trusted interface.