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Introduction

Our Google Calendar integration allows your AI agent to manage appointments, check real-time availability, book meetings, send calendar invites, and handle scheduling conflicts automatically. This powerful feature enables you to automate appointment scheduling, reduce no-shows by up to 60%, and eliminate double-bookings across all your communication channels. This guide will walk you through connecting your Google account, setting up the Google Calendar tool in your agent, and configuring it for automated scheduling.

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Key Features

  • Real-Time Availability Checking: AI checks calendar availability before booking
  • Automatic Appointment Booking: Schedule appointments through natural language
  • Smart Conflict Resolution: Automatically prevent double-bookings
  • Multi-Calendar Support: Manage multiple team member calendars
  • Event Management: Create, update, reschedule, and cancel appointments
  • Automated Reminders: Send confirmation emails and calendar invites
  • Natural Language Processing: Book with requests like “next Tuesday at 3pm”
  • Omnichannel Integration: Works across voice, chat, WhatsApp, Instagram, Messenger, Discord, and Telegram

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1. Connecting Your Google Account

Before you can use the Google Calendar tool, you need to connect your Google account to your workspace.
  1. Navigate to the Integrations tab from the main menu.
  2. Find Google Calendar in the list of available integrations.
  3. Click the Connect button.
  4. You will be redirected to a Google authentication screen. Log in to the Google account that has access to the calendars you want to use.
  5. Grant the necessary permissions to allow Convocore to access your Google Calendar.
Make sure to grant both read and write permissions to allow the AI to check availability and create appointments.
Once connected, you will be redirected back to the integrations page, and it will show that your Google Calendar account is connected. google-calendar-connected

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2. Setting Up the Google Calendar Tool

Now that your account is connected, you can add the Google Calendar tool to any of your agents.
  1. Go to the Agents tab and select the agent you want to edit.
  2. Navigate to the Canvas for that agent.
  3. Select an existing node or create a new one where you want to use the Google Calendar functionality.
  4. In the node configuration panel, click on Add Tool.
  5. From the list of default tools, select Google Calendar.
  6. Provide a descriptive description for the tool. This helps the AI understand when and how to use this tool.

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Example Tool Descriptions

Here are some effective descriptions for different use cases: Appointment Scheduling: 
Use this tool to check my calendar availability and book appointments for the user. 
Always check for conflicts before confirming any booking.
Meeting Coordination: 
Use this tool to schedule meetings with clients. Check availability for the requested 
time slot and create calendar events with proper details and invites.
Rescheduling Handler: 
Use this tool to reschedule or cancel existing appointments. Always verify the 
appointment details before making any changes.
google-calendar-tool

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3. Configuring Calendar Settings

After adding the tool, you need to configure which calendar to use and how appointments should be handled.

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Select Primary Calendar

  1. Choose Calendar: From the dropdown menu, select which Google Calendar you want the agent to manage. You can select your primary calendar or any other calendars you have access to.
  2. Calendar Permissions: Ensure the selected calendar allows the agent to create and modify events.

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Configure Appointment Settings

Working Hours:
  • Define your available hours (e.g., 9 AM - 5 PM)
  • Set timezone preferences
  • Block off unavailable times
Appointment Duration:
  • Set default appointment length (e.g., 30 minutes, 1 hour)
  • Configure buffer time between appointments
  • Set minimum advance booking time
Event Details:
  • Customize default event titles
  • Set up automatic descriptions
  • Configure reminder settings (email, notification)
google-calendar-config

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4. Multi-Calendar Team Support

If you’re managing a team, you can integrate multiple calendars to enable the AI to schedule appointments with the right team member.

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Setting Up Team Calendars

  1. Connect each team member’s Google Calendar account.
  2. Configure calendar priority and availability rules.
  3. Set up routing logic (e.g., round-robin, skill-based, availability-based).
  4. The AI will automatically check all team calendars and book with the appropriate person.
Example Team Setup: 
Team Members:
- Sales Rep 1 (Monday-Wednesday)
- Sales Rep 2 (Thursday-Friday)
- Manager (By request only)

The AI will check availability across all calendars and book with 
the appropriate team member based on day and availability.

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5. Advanced Features

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Natural Language Booking

Your AI agent can understand and process natural language scheduling requests:
  • “Book me for next Tuesday at 3pm”
  • “Schedule a meeting tomorrow afternoon”
  • “Find the next available slot this week”
  • “Reschedule my appointment to Friday”

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Smart Conflict Resolution

The integration automatically:
  • Checks for existing appointments before booking
  • Prevents double-bookings
  • Suggests alternative times if requested slot is unavailable
  • Handles timezone conversions automatically

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Automated Notifications

Configure automatic notifications for:
  • Appointment confirmations
  • Calendar invites sent to attendees
  • Reminder emails (24 hours, 1 hour before)
  • Rescheduling and cancellation notices

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6. Usage and Debugging

Your Google Calendar tool is now ready to be used! The agent’s AI will decide when to call this tool based on its description and the context of the conversation.

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Monitoring Tool Usage

You can monitor the tool’s usage and see detailed information in the Debugger:
  1. Open the Debugger panel during or after a conversation.
  2. Look for Google Calendar tool call events.
  3. View the data sent to Google Calendar (date, time, attendees, etc.).
  4. See the response received (event ID, confirmation, errors).
  5. Check for any conflicts or issues.
This is very useful for troubleshooting and ensuring the integration is working as expected. google-calendar-debugger

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7. Use Cases & Examples

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Healthcare Appointment Scheduling

Setup:
  • Connect clinic’s Google Calendar
  • Configure HIPAA-compliant settings
  • Set appointment types (consultation, follow-up, etc.)
Result:
  • Patients book appointments via phone, web, or WhatsApp
  • Automatic reminder system reduces no-shows by 60%
  • Seamless rescheduling without staff intervention

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Sales Team Meeting Coordination

Setup:
  • Connect all sales reps’ calendars
  • Configure routing based on territory/expertise
  • Enable automated follow-up scheduling
Result:
  • Prospects book demos 24/7 across any channel
  • Round-robin distribution balances team workload
  • Automatic calendar invites sent to all participants

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Service Business Bookings

Setup:
  • Connect service provider calendars
  • Set service duration and buffer times
  • Configure payment collection integration
Result:
  • Clients book appointments through Instagram/WhatsApp
  • Automatic conflict prevention
  • Confirmation emails with service details

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8. Best Practices

Optimize Your Tool Description: Be specific about when the AI should check availability vs. immediately booking. This prevents accidental bookings.
  1. Always Check Availability First: Configure the AI to check for conflicts before confirming bookings
  2. Set Clear Working Hours: Define your available time slots to prevent off-hours bookings
  3. Use Buffer Times: Add 5-10 minutes between appointments to prevent back-to-back scheduling
  4. Enable Confirmation: Have the AI confirm appointment details before finalizing
  5. Test Thoroughly: Run test bookings to ensure timezone and availability logic work correctly

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Common Mistakes to Avoid:

  • ❌ Not setting working hours (leads to after-hours bookings)
  • ❌ Vague tool descriptions (AI won’t know when to use it)
  • ❌ No buffer time between appointments
  • ❌ Forgetting to test timezone handling
  • ❌ Not configuring reminder notifications

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9. Troubleshooting

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Common Issues and Solutions

Issue: Calendar not showing up in dropdown
  • Solution: Ensure you granted full calendar access permissions during connection. Reconnect your Google account if needed.
Issue: Double-bookings occurring
  • Solution: Verify that the AI is checking availability before booking. Update your tool description to explicitly require availability checks.
Issue: Wrong timezone for appointments
  • Solution: Set your default timezone in calendar settings and ensure it’s communicated to users.
Issue: AI not using the calendar tool
  • Solution: Make your tool description more specific and conversational. Include clear trigger phrases.
Issue: Events not syncing immediately
  • Solution: There may be a 1-2 second delay. Ensure your conversation flow accounts for this processing time.

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10. Security & Compliance

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Data Privacy

  • All calendar data is encrypted in transit and at rest
  • We only access calendars you explicitly authorize
  • You can revoke access at any time from the Integrations page

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HIPAA Compliance

For healthcare applications:
  • Enable HIPAA-compliant mode in workspace settings
  • Use secure channels (no SMS, prefer encrypted messaging)
  • Configure proper data retention policies
  • Sign Business Associate Agreement (BAA) if required

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Support & Resources

Need Help?

Have questions about Google Calendar integration? Our support team is here to help!

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Next Steps

Now that your Google Calendar integration is set up:
  1. Configure Voice Calling - Add phone call appointment booking
  2. Connect WhatsApp - Let customers book via WhatsApp
  3. Set Up Analytics - Track booking rates and no-shows
  4. Add Payment Integration - Collect payment during booking
Start automating your scheduling workflow with Convocore’s Google Calendar integration today! 🚀