Google Calendar Integration
Connect Google Calendar to Fonify for automated appointment booking and scheduling during AI calls.
Google Calendar Integration
Connect Google Calendar to Fonify so your AI assistants can check availability, book appointments, and manage schedules in real time during customer conversations.
What It Does
When Google Calendar is connected, your Fonify AI assistants can:
Check Availability
Query your calendar in real time to find open slots during a call or chat.
Book Appointments
Create calendar events directly from a conversation, with all details filled in automatically.
Send Invitations
Automatically send Google Calendar invitations to the customer with meeting details.
Handle Rescheduling
Let customers reschedule or cancel appointments through a follow-up call or message.
Prerequisites
- A Google Workspace or personal Google account with Google Calendar enabled
Note
The Google connection requests calendar access only. Fonify does not read your mailbox and does not send email on your behalf.
- Admin access to your Fonify workspace
- An AI assistant configured for appointment-related conversations
Google Workspace accounts may require domain admin approval for third-party app connections. Check with your IT administrator if the OAuth consent screen is restricted.
Connecting Google Calendar
In your Fonify dashboard, go to Settings > Integrations > Google Calendar and click Connect Google Account.
A Google sign-in window appears. Select the Google account that owns the calendar you want to connect. If you have multiple accounts, choose the one used for business scheduling.
Fonify requests the following permissions:
- View your calendars -- To check availability
- Manage events on your calendars -- To create, update, and cancel appointments
- View your email address -- To identify your account
Click Allow to grant access.
After authorization, Fonify displays your available calendars. Select which calendars should be used for availability checking and appointment booking. You can select multiple calendars.
Set your booking preferences:
- Buffer time -- Minimum gap between appointments (e.g., 15 minutes)
- Booking window -- How far in advance customers can book (e.g., 30 days)
- Minimum notice -- Earliest a same-day appointment can be booked (e.g., 2 hours)
- Slot duration -- Default appointment length (e.g., 30 minutes)
Configuring Your AI Assistant
After connecting the calendar, configure your AI assistant to use it:
Go to Assistant > AI Employees and open the employee you want to use for scheduling.
Scheduling capability is enabled for the employee during setup. If the connected calendar should be used by a different employee or workflow, contact support.
Use the booking rules inside the integration settings to control slot length, notice windows, and availability. If the conversation behavior itself needs to change, contact support.
Tip
If the employee needs special time-zone or booking behavior, ask support to update the scheduling instructions during setup.
How Booking Works During a Call
Here is a typical flow when a customer wants to book an appointment:
- The AI assistant asks the customer for their preferred date and time.
- Fonify checks the connected Google Calendar for availability.
- The assistant offers 2-3 available slots.
- The customer selects a slot.
- Fonify creates a Google Calendar event with the customer's details.
- A calendar invitation is sent to both the business and the customer.
Managing Appointments
Connected calendar events can be managed from both Google Calendar and Fonify:
- View upcoming -- See all booked appointments in Dashboard > Appointments.
- Reschedule -- Modify the event in Google Calendar or let the AI handle rescheduling requests.
- Cancel -- Cancel through either platform. Cancellation notifications are sent automatically.
- Sync -- Changes made in Google Calendar reflect in Fonify within seconds.
Do not disconnect and reconnect the Google account while active appointments exist. This can break the link between Fonify records and Google Calendar events.
Multiple Calendars and Team Scheduling
For teams with multiple members:
- Connect each team member's Google Calendar to Fonify.
- The AI assistant checks all connected calendars when looking for availability.
- Appointments are created on the specific team member's calendar based on skills, availability, or round-robin assignment.
Troubleshooting
| Issue | Solution |
|---|---|
| "Access denied" during connection | Check Google Workspace admin settings for third-party app restrictions. |
| Calendar not showing availability | Ensure the correct calendar is selected in Fonify integration settings. |
| Double bookings | Verify buffer time is configured. Check that all relevant calendars are connected. |
| Invitations not sent | Confirm the customer's email was collected during the conversation. |