📅Check calendar availability
Customize how the agent connects with calendars
This function integrates directly with Cal.com to access your calendar in real-time so your agent can automatically check availability and provide open time slots to users during the conversation.
With this tool, your agent can answer questions like "What times are you available this week?" or "When can you see me?" without needing to transfer the call or ask the user to check your calendar externally.
Note: To obtain your Cal.com API Key and Event Type ID, check our documentation "How to Configure cal.com".
Step-by-Step Guide
Step 1: Select Your Agent
Navigate to the agent list and select the agent you want to add the calendar availability checking action to.
Step 2: Access Settings
Once inside the agent, go to the Settings tab.
Within Settings, click on Agent Actions to access the available actions for your agent.
Step 3: Add the Check Calendar Availability Function
A menu with available options will appear. Click Add and then select Check Calendar Availability from the list of options.
Step 4: Configure the Required Fields
To obtain your API Key and Event Type ID, check our documentation "How to Configure Cal.com".
Name: Assign a descriptive name (e.g., "check_calendar_availability")
Instructions: Write how you want the agent to handle availability inquiries.
API Key: Enter your Cal.com API key
Event Type ID: Specify the Cal.com event type ID
Timezone: Set the time zone (optional)
Important Instructions for the Agent
Remember that when referring to dates, you should always update the timezone of the location where you are. This is important to maintain clarity and consistency in communication.
To provide the AI with context about the current time, you must include the following variable in your prompt: {{current_time}}, which is a variable we introduce by default. This variable gives the agent context about the current time.
If you need a different time zone, you can specify it using {{current_time_[timezone]}}. For example: {{current_time_America/New_York}}.
Note: The [timezone] must be in IANA (Internet Assigned Numbers Authority) format.
Some of the available options are:
Bogotá, Colombia
America/Bogota
Santiago, Chile
America/Santiago
La Paz, Bolivia
America/La_Paz
Lima, Peru
America/Lima
Caracas, Venezuela
America/Caracas
Madrid, España
Europe/Madrid
Ciudad de Mexico, Mexico
America/Mexico_City
Multiple Calendar Configuration
If you need to schedule appointments in different calendars, you can create multiple actions by specifying in each one which specific calendar the appointment should be scheduled to. This is useful for separating different types of services or work teams.
Additional Examples for Check Availability
For scheduling meetings: "When the user asks about availability, check the calendar and offer at least 3 time slot options within the next 7 days. Present the options clearly mentioning day, date, and time. If there's no availability in the requested period, offer the next available dates."
For Consultations: "When patients inquire about availability, check the calendar and offer time slots on weekdays between 8:00 AM and 5:00 PM. Present a maximum of 4 options within a 2-week period. Mention that appointments last 30 minutes and ask if they prefer morning or afternoon times."
For Professional Services: "When checking availability, verify the calendar and provide 1-hour meeting options. Offer both in-person and virtual time slots. Mention that in-person meetings are at our downtown offices and virtual meetings are conducted via Zoom. Ask for their preference before showing the schedule."
For Beauty/Spa Services: "When they ask about availability for [service type], check the calendar and offer time slots considering the specific duration of the treatment. Mention they can choose between morning times (9:00 AM - 12:00 PM) or afternoon times (2:00 PM - 6:00 PM). Inform them that we need 24 hours advance notice for reservations."
For Technical Services: "When they request availability for technical support, check the calendar and offer 2-hour time windows (e.g., 9:00-11:00 AM). Mention that we can schedule both on-site and remote visits. For on-site visits, confirm that we cover the metropolitan area."
Last updated