Smart Scheduling: Integrating Multiple Calendars into an AI Agent

Intelligent Scheduling: Integrating Multiple Calendars into an AI Agent

The meeting scheduling feature in AI Agents allows automating the booking of appointments with leads in an intelligent and personalized way. For your agent to identify the best calendar for each situation, follow the steps below to configure it correctly:

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Step 1 – Go to “AI Agents”

On the main dashboard, go to “AI Agents”. Choose the agent you want to configure or create a new one if necessary.

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Step 2 – Enable the “Schedule Meetings” feature

On the agent edit screen, locate the “Schedule Meetings” section.

• Enable the feature using the toggle button.

• Then click “Settings” to open the detailed scheduling options.

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Step 3 – Select the available calendars

You can select one or more calendars connected to the platform.

For each selected calendar, include a brief explanatory description to help the agent understand in which situations it should be used. Example:

• Pre-sales team calendar → "When the lead shows interest in scheduling a meeting."

These descriptions guide the agent’s logic in choosing the ideal calendar for each lead.

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Step 4 – Define availability conditions

In this step, you configure the rules that determine when each calendar can or cannot be used.

Some examples of possible conditions:

• ✅ When the person responsible for the service is a specific employee

• ✅ When the lead has a specific tag (e.g., “interested in a demo”)

• ✅ When the lead belongs to a specific segment or source

🔔 Attention: Availability conditions are checked only at the start of the conversation between the lead and the agent. This means that even if a condition is met (or ceases to be met) during the conversation, the decision about the calendar’s availability will NOT be changed for that interaction.

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Complete and save the settings

After configuring all calendars and their respective conditions, click Save in the bottom corner of the screen to finalize your agent’s configuration.

Done! Your AI agent will now know which calendar to use and under which conditions, making the scheduling process smarter and aligned with your operation.