Scheduling with Chat Agents

Scheduling lets your Chat Agents automatically guide users to book a meeting after their questions have been answered. When connected to your calendar, the AI can suggest real-time availability and streamline the booking process.

What Scheduling Does

With Scheduling enabled, your Chat Agent can:

• Answer user questions in chat.

• Offer to schedule a meeting once the conversation is complete.

• Check your availability (via Google Calendar).

• Present only time slots you’ve allowed users to book.

This creates a smooth handoff from conversation to confirmed meeting, without manual back-and-forth.

Connecting to Google Calendar

To allow your Chat Agent to see your availability, connect your Google Calendar.

1. Open your Chat Agent settings in your dashboard.

2. Go to the Scheduling or Calendar section.

3. Click Connect Google Calendar (or similar).

4. Sign in with your Google account when prompted.

5. Review and accept the requested permissions so the AI can:

• Read your calendar events (to avoid conflicts).

• Create new events for booked meetings.

1. Confirm the connection.

Once connected, the AI will be able to check your availability over the next few days and suggest appropriate time slots to users.

Note: The AI only uses your calendar data to determine free/busy times and create events. It does not share your full calendar details with users.

Setting Your Availability

After connecting your calendar, define when users are allowed to book meetings. This is managed on a day-by-day basis.

1. In the Scheduling section, locate Availability settings.

2. For each day of the week:

• Toggle the day On or Off for bookings.

• Set one or more time ranges (e.g., 9:00 AM–12:00 PM, 1:00 PM–5:00 PM).

1. Save your changes.

The AI will only offer time slots that:

• Fall within your defined availability windows, and

• Are free in your connected Google Calendar.

If your calendar shows an event during a time you’ve marked as available, that time will not be offered to users.

How the Chat Agent Uses Scheduling

Once Scheduling is configured:

1. The user chats with your agent and gets their questions answered.

2. When appropriate, the agent offers to schedule a meeting.

3. The agent checks:

• Your defined availability windows.

• Your real-time Google Calendar free/busy status.

1. The user is shown valid time options.

2. When the user selects a time:

• An event is created in your Google Calendar.

• The user receives confirmation (and, depending on your setup, a calendar invite).

This ensures that every suggested time is both convenient for you and actually free on your calendar.

Tips for Effective Scheduling

• Keep availability realistic: Only open time slots you truly want to use for meetings.

• Block personal time in your calendar: Any event in your Google Calendar will prevent bookings during that time.

• Review availability regularly: Adjust day-by-day settings if your schedule changes.

• Test the flow: Use a test conversation with your Chat Agent to see how the scheduling prompt and booking process appear to users.