Calendly Integration

Connect your Calendly account so your assistant can help with scheduling during conversations. It can check availability, suggest times, and create calendar events.

What is Calendly Integration?

Calendly integration allows your AI assistant to:

• Check your calendar availability
• Suggest available meeting times
• Book appointments automatically
• Create calendar events in Calendly
• Handle appointment-related conversations

This enables hands-free appointment scheduling during customer conversations across all channels (voice, SMS, chat, email).

Benefits

• Less back-and-forth: Suggests times based on your Calendly availability
• Faster booking: Schedules while you’re already in the conversation
• Consistent follow-through: Creates the event once a time is confirmed

Setting Up Calendly

Step 1: Get Personal Access Token

1. Log in to your Calendly account
2. Go to Calendly Integrations
3. Navigate to "Personal Access Tokens"
4. Click "Create Token"
5. Give it a descriptive name (e.g., "AI Assistant Integration")
6. Copy the generated token

Security Note: Tokens grant access to your calendar. Keep them secure and never share them.

Step 2: Connect in Settings

1. Go to System → Settings → Calendar
2. Paste your Personal Access Token
3. Click "Connect Calendly"
4. Wait for connection confirmation

Note: Your token is encrypted and stored securely. It's used only for API calls to Calendly.

Step 3: Enable Appointment Booking

1. Toggle "Enable Appointment Booking"
2. Select a default event type
3. Save settings

Once enabled, your assistant can book appointments during conversations.

Event Types

Default Event Type

The default event type is used when:

• Customer requests a meeting without specifying duration
• No specific event type matches the request
• AI needs to suggest a meeting time

Best Practice: Choose your most common meeting type as the default.

Available Event Types

The system automatically loads all event types from your Calendly account:

• Event Name: Name of the event type
• Duration: Meeting length in minutes
• Scheduling URL: Link to view in Calendly

Note: Only active event types in Calendly are available.

How It Works

During Conversations

When a customer requests a meeting:

1. AI Recognizes Request: Customer mentions wanting to schedule
2. Checks Availability: AI queries Calendly for available times
3. Suggests Times: AI presents available time slots
4. Customer Selects: Customer chooses preferred time
5. Books Appointment: AI creates calendar event in Calendly
6. Confirms Booking: AI confirms appointment details

Example Conversation

Customer: "I'd like to schedule a demo"

AI: "I'd be happy to help you schedule a demo! I have availability on:

• Tuesday, January 15th at 2:00 PM
• Wednesday, January 16th at 10:00 AM
• Thursday, January 17th at 3:30 PM

Which time works best for you?"

Customer: "Tuesday at 2 PM works"

AI: "Great — I’ve scheduled your demo for Tuesday, January 15th at 2:00 PM. You’ll receive a calendar invitation with the details. Is there anything specific you’d like to cover during the demo?"

Configuration Options

Enable/Disable Booking

Toggle appointment booking on/off:

• Enabled: AI can book appointments
• Disabled: AI cannot book (Calendly still connected)

Use Case: Temporarily disable booking during busy periods or maintenance.

Default Event Type

Select which event type to use by default:

• Used when customer doesn't specify duration
• Can be overridden if customer requests specific length
• Should match your most common meeting type

Event Type Selection

The AI can:

• Use default event type for general requests
• Match event type to customer's requested duration
• Suggest appropriate event types based on context

Best Practices

1. Keep Calendar Updated: Ensure Calendly reflects your actual availability
2. Set Buffer Times: Include buffer time between meetings in Calendly
3. Clear Event Names: Use descriptive event type names
4. Test Integration: Test booking flow before going live
5. Monitor Bookings: Review booked appointments regularly
6. Set Expectations: Let customers know AI can schedule meetings

Troubleshooting

Connection Issues

If Calendly won't connect:

• Verify token is correct and not expired
• Check token has required permissions
• Ensure Calendly account is active
• Try disconnecting and reconnecting

Booking Failures

If appointments fail to book:

• Check event type is still active in Calendly
• Verify calendar availability
• Review Calendly account settings
• Check for timezone mismatches

No Available Times

If AI says no times available:

• Check Calendly calendar settings
• Verify event types are configured
• Ensure calendar has open slots
• Review timezone settings

Token Expired

If token expires:

• Generate new token in Calendly
• Update token in Settings → Calendar
• Reconnect Calendly account

Security

Token Security

• Tokens are encrypted at rest
• Tokens are transmitted securely (HTTPS)
• Tokens are never displayed in UI
• Tokens can be revoked in Calendly

Access Control

• Only account owner can connect Calendly
• Token grants read/write access to calendar
• Can be disconnected at any time
• All actions are logged

Disconnecting Calendly

To disconnect your Calendly account:

1. Go to System → Settings → Calendar
2. Click "Disconnect" button
3. Confirm disconnection

Note: Disconnecting removes the ability to book appointments but doesn't affect existing bookings.

Limitations

• Calendly Only: Currently supports Calendly only
• Event Types: Uses Calendly event types (cannot create custom)
• Timezone: Uses Calendly account timezone
• Availability: Limited to Calendly calendar availability

Next Steps

• Configure your Calendly account and event types
• Test appointment booking with demo conversations
• Monitor appointment bookings and customer feedback
• Review Settings - AI configuration