How to use Google Calendar tool & Integration Guide

Insighto.ai lets you integrate your AI agents with Google Calendar.

This integration supports three functions:

• Book Appointment: Allows users to schedule appointments by specifying the date, time, email, and phone number.
• Get Earliest Appointments: Retrieves the earliest available appointments starting from today.
• Find Available Slots: Locates available time slots between two specified dates for scheduling appointments.

Setting Up Google Calendar

      1. To set up Google Calendar, click on "Tools" under "AI Agents" from the sidebar. 

      2. Click on the “Set Up” button under Calendar to initiate seamless integration. 

        3. Click on "Start New".

        4. The Google Integration window will appear. Select the account then allow all permissions

    5. It will redirect you to Setup page. Give this tool any name and then select the tool from drop down.

  6. Click on Next to proceed and select functions.

    7. Select the functions you want to use and click on "Save"

Get earliest appointments: Get the earliest appointments available from calendar

Create an appointment: To book an appointment or make a booking once all the required information is collected

Check appointment if available: check available appointments or bookings for a given date range. Use current date to compute the argument dates. If earliest available date is asked, then check for the next 30 days from today

P.S. You can make minor changes to these function definitions according to your requirement.
8. Now Configure the calendar you want to use.

• Select the calendar: Select the calendar from the list of dropdowns which you want to use for booking.
• CC Email or Invites: For every appointment booked if you want someone to be added always use this option.
• Duration: You can set duration of appointment to 30, 60 & 120 minutes. Also, you have option to select the custom time duration 
• Time zone: Select the Time zone of your location.
• Invite Title & Description
• Minimum Notice: You can select the minimum time before which the user cannot book a slot. You can keep this value in minutes, hours & days.
• Select Availability: Click on select Availability and set the timings you are available for each day

Linking Your Tool to The Assistant

• Next, you need to assign the tool to the corresponding Assistant. Go to AI Agents > Assistants. If you haven’t created an Assistant yet, click on the Add an Assistant button and setup your assistant first else Click on Edit assistant under operations tab as shown below. 

•  Go to the Tools Section within the assistant settings. Click on Connect Tools and select the Calendar Tool from the available options and then select the configuration that we set above.

•  Select the Tool Configuration
  

• Once you have connected the tool it will show in the list, close the popup and go to prompt section to write the prompt to trigger the call tool

Trigger the Call Tool

To use the Calendar tool during a conversation, you can prompt it with the following instruction:

Instruction Example to get earliest appointments:

 "Use the booking tool to share earliest slots available between 5:00 AM and 11:30 PM EST."

Instruction Example to Create appointment:

"Once the user confirms a slot, ask for their name and then their email address to complete the booking. Use the booking tool to secure the appointment. If there is a technical issue, apologize and inform the user politely of a connectivity issue, requesting them to try again later."

Instruction Example to check if appointment available:

"Use the booking tool to check if the preferred slot is available"

After adding these instructions, click on "Save & Exit" to complete the process.

Use Cases for Various Industries

Now let’s look at some practical use cases of Google Calendar integration for different industries:

Dental Clinics

Restaurants

Automotive Dealerships

Real Estate Agents