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Cal.com Integration ​

The Cal.com integration allows your AI assistants to automatically schedule meetings and appointments directly during phone conversations. When a caller wants to book a meeting, your assistant can check available time slots and schedule appointments seamlessly.

What is Cal.com Integration? ​

Cal.com is a popular scheduling platform that helps manage calendars and appointments. By integrating Cal.com with your AI assistant, you enable automatic meeting scheduling during calls without needing manual intervention.

Key Features ​

  • Real-time Scheduling: Your assistant can book meetings while talking to callers
  • Available Slot Checking: Automatically check and offer available time slots
  • SMS Confirmations: Send meeting links and confirmation details via SMS (requires plan upgrade)
  • Custom Instructions: Add specific booking instructions for different calendar setups
  • Timezone Support: Handles different timezones for international scheduling
  • Easy Management: Simple on/off toggle for each assistant

How It Works ​

  1. Caller Requests Meeting: When someone asks to schedule a meeting during a call
  2. Assistant Checks Availability: The system automatically checks your Cal.com calendar for available slots
  3. Offers Time Options: Your assistant presents available times to the caller
  4. Confirms Booking: Once the caller selects a time, the meeting is automatically scheduled
  5. Confirmation: Both parties receive confirmation of the scheduled meeting

Setting Up Cal.com Integration ​

Prerequisites ​

  • Active Cal.com account
  • AI assistant configured in your KI Agency platform
  • Phone number assigned to your assistant

Step-by-Step Setup ​

  1. Navigate to Assistant Management

    • Go to your assistants list
    • Click on the assistant you want to configure
    • Select the assistant you want to enable scheduling for

  2. Find the Cal.com Integration Tab

    • Look for the "Book meeting with Cal.com" tab in your assistant configuration
    • This tab will show the Cal.com logo and scheduling options

  3. Enable the Integration

    • Toggle the "Enable Integration" switch to ON
    • The integration status will change to "Integration enabled"

  4. Enable SMS Confirmations (Optional)

    • Toggle the "Allow SMS Confirmations" switch to ON to send meeting links via text message
    • Note: This feature requires a compatible subscription plan
    • When enabled, your assistant will automatically send meeting confirmation details to the caller's phone number
    • SMS messages will include meeting links and important details for easy access

  5. Add Custom Instructions (Optional)

    • In the "Instructions" field, you can add specific guidance for the booking process
    • Examples:
      • "Use calendar ID: sales-team-calendar"
      • "Only book 30-minute meetings"
      • "Prefer afternoon appointments"
      • "Ask for company name and contact details"

  6. Save Your Settings

    • Click the "Save" button to apply your configuration
    • Wait for the confirmation message: "Settings saved successfully"

Configuration Options ​

Enable/Disable Integration ​

Use the toggle switch to turn the Cal.com integration on or off for each assistant. When disabled, your assistant will not offer scheduling services.

SMS Confirmations ​

The SMS confirmation feature allows your assistant to automatically send meeting details to the caller's phone number via text message. This is particularly useful for callers who may not have immediate access to email or prefer receiving information via SMS.

How SMS Confirmations Work:

  • When enabled and a meeting is successfully scheduled, the assistant automatically sends an SMS
  • The SMS includes the meeting link or URL and any relevant confirmation details
  • Messages are sent only to valid phone numbers provided during the call
  • This feature requires a subscription plan that includes SMS capabilities

Requirements:

  • SMS confirmations must be enabled in your assistant's scheduling integration settings
  • Your subscription plan must include the "One-Way SMS" feature
  • The caller must provide a valid phone number during the conversation

Benefits:

  • Instant confirmation delivery to the caller's phone
  • Easy access to meeting links without searching through emails
  • Higher meeting attendance rates
  • Better user experience for mobile-first users

Custom Instructions ​

Add specific instructions to help your assistant book meetings correctly:

  • Calendar Selection: Specify which calendar to use if you have multiple
  • Meeting Duration: Set default meeting lengths (15, 30, 60 minutes)
  • Information Requirements: What details to collect from callers
  • Timezone Preferences: Default timezone for bookings
  • Booking Restrictions: Time limits, blackout dates, or special requirements

Example Instructions ​

Please use the "Sales Team" calendar for all bookings.
Default meeting duration is 30 minutes.
Always ask for the caller's company name and email address.
Prefer scheduling between 9 AM and 5 PM local time.

How Callers Experience Scheduling ​

When someone calls your assistant and requests a meeting:

  1. Request: "I'd like to schedule a meeting with your team"
  2. Assistant Response: "I'll help you schedule a meeting. Let me check available times."
  3. Availability Check: Assistant checks your Cal.com calendar in real-time
  4. Options Presented: "I have these times available: Tuesday at 2 PM, Wednesday at 10 AM, or Friday at 3 PM"
  5. Selection: Caller chooses their preferred time
  6. Confirmation: "Perfect! I've scheduled your meeting for Tuesday at 2 PM. You'll receive a confirmation email shortly."
  7. SMS Delivery (if enabled): The caller receives an SMS with the meeting link and details on their phone

Best Practices ​

Security ​

  • Keep your Cal.com API credentials secure
  • Regularly review scheduled meetings for accuracy
  • Monitor integration logs for any issues

Customer Experience ​

  • Train your assistant with clear, friendly scheduling language
  • Set realistic availability windows
  • Provide clear meeting details and instructions

Calendar Management ​

  • Keep your Cal.com calendar updated
  • Set appropriate buffer times between meetings
  • Use descriptive meeting titles and locations

Troubleshooting ​

Common Issues ​

Integration Not Working

  • Verify Cal.com connection is active
  • Check that the assistant has the integration enabled
  • Confirm your calendar has available slots

Scheduling Errors

  • Review custom instructions for accuracy
  • Check timezone settings in both systems
  • Verify calendar permissions in Cal.com

Assistant Not Offering Scheduling

  • Ensure the integration toggle is enabled
  • Check that custom instructions are clear
  • Verify the assistant can access the scheduling service

Getting Help ​

If you encounter issues with the Cal.com integration:

  1. Check the integration status in your assistant configuration
  2. Review your custom instructions for clarity
  3. Test the integration with a sample call
  4. Contact your system administrator if problems persist

The Cal.com integration makes appointment scheduling effortless for both you and your callers, providing a professional and efficient booking experience directly through your AI assistant.