Google Calendar

What the app does

• The AI assistant books on its own: it offers your customers only the free times in your calendar and writes the appointment in Google Calendar, with the customer's name, phone and answers in the event description.
• Move and cancel: whoever already has an appointment can ask the assistant to move or cancel it. The assistant recognises them by their phone number, asks for confirmation first and moves only to a free time.
• Always in line with the Agenda: what you add, move or delete in Google Calendar reaches the SendApp Agenda right away, and the appointments you create in the Agenda can go to Google.
• Automatic reminders: every appointment gets its WhatsApp reminders, even the ones you enter by hand.
• Booking pages: a public link where your customers pick a free time on their own; the events in your Google calendar keep those times busy.

How to connect

1. In SendApp open Apps, switch on Google Calendar and press Configure.
2. In Choose the account choose the AI Account that should take the appointments. Each AI Account is connected on its own.
3. Press Sign in with Google, sign in with the Google account that holds the calendar and allow SendApp: there is nothing to copy. At the end you see Connected to Google.
4. In Calendars and booking hours press Add Calendar, pick one or more calendars from the list of your Google account and give each one a name, for example the operator's name.
5. Set the Working Days, one or more Working Hours windows and the Appointment Duration (15 to 120 minutes), then press Save Settings.

How the AI assistant books

• The assistant takes appointments: if you switch it off the calendar stays connected for the Agenda and the reminders, but the assistant never proposes or books a time, and hands whoever asks for an appointment to a person.
• Automatic bookings: switch it on so the assistant offers the free times in your calendar and books the appointment on its own.
• What appointments do you take?: add the appointment types with their duration, for example Haircut 30 minutes, Colour 90 minutes. If you leave this empty, every appointment lasts the time you set.
• What do you want to know from the customer?: the assistant already knows their name and phone number. Add only the extra questions, to ask always or only for certain appointments.
• How it behaves: how many times it offers at once (1 to 5) and how many days ahead it looks (up to 30). With Offer an appointment even to those who do not ask the assistant offers an appointment also to those who write only for information.
• Anything else it should know?: extra instructions, for example «Remind them to bring their health card».
• Try it now: opens a Test conversation with the real times from your calendar. Nothing gets booked.

Agenda and reminders

• To bring the events you already have into the Agenda: Agenda → Appointments → Configure → Import from Google Calendar, then choose account, calendar and time range. Each event gets a booking code.
• To create an appointment by hand also on Google: in the Agenda's New appointment switch on Sync with Google Calendar and choose the calendar.
• The Automatic reminders are set in Agenda → Appointments → Configure and apply to every appointment, including the ones that came from Google Calendar.
• For an event written directly in Google, SendApp reads the customer's number from the event description, for example a line «Tel: +44 7700 900123». If the numbers arrive without a country prefix, in Phone numbers from Google Calendar switch on Add the prefix to numbers that have none, choose the prefix, press Save and then Correct appointments already imported. Without a prefix WhatsApp cannot deliver the reminders.
• With Only appointments created with SendApp (in the import window) what you create, move or cancel directly in Google no longer changes the Agenda and importing is off. Appointments created in SendApp still go to Google, and the busy times in Google still block the free times.
• Delete in the Agenda removes the appointment from Google Calendar and from SendApp. To keep it in the Agenda as cancelled, use Cancel booking.
• In Automations you can start from «New appointment» and «Appointment cancelled»: they also apply to Google Calendar appointments.

Good to know

• An all-day event shown as busy (for example a day off or a closure) closes the day: the assistant offers no times. If it is shown as free, like birthdays and imported holidays, it blocks nothing. In Google Calendar all-day events are usually created as free: for days off, choose busy.
• On a calendar you can only read, bookings cannot be created: choose one you can write to.
• If you remove a calendar from the list, its appointments are deleted from the Agenda and the scheduled reminders cancelled. The events in Google Calendar are not touched.
• Events imported in bulk do not get the confirmation message and do not start the «New appointment» automation. A new event created in Google after you connect does.
• An AI Account books on one calendar at a time: Google Calendar or Outlook Calendar. Days, hours, duration and services are the same in the two apps.
• If the connection expires, SendApp tells you: press Reconnect Google Calendar.
• «Disconnect» in SendApp removes the access to Google for that AI Account. The appointments already in the Agenda stay.
• The app is included only in some SendApp plans: check the Apps included in your plan.