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Google Calendar Integration

Connect your Google Calendar to enable AI assistants to schedule appointments in real-time during voice calls.

Test Mode

This feature is currently available in Test Mode. Full production launch coming soon!

Overview​

The Google Calendar integration enables your AI voice assistants to:

  • Check your real-time availability during calls
  • Schedule appointments automatically
  • Send calendar invitations to attendees
  • Manage bookings and cancellations
  • Avoid double-bookings with live calendar sync

How It Works​

When a caller requests an appointment:

  1. Your AI assistant checks your Google Calendar for availability
  2. Offers available time slots to the caller
  3. Books the appointment when confirmed
  4. Sends a calendar invite to both parties
  5. Updates in real-time across all your devices

Getting Started​

Step 1: Connect Your Google Account​

  1. Log in to voice.vokaai.com
  2. Navigate to Settings → Integrations
  3. Find Google Calendar and click Connect
  4. Authorize Voka AI to access your calendar
  5. Select which calendar to use for bookings

Step 2: Configure Integration Settings​

After connecting, customize:

  • Default Calendar: Which calendar to use for appointments
  • Buffer Time: Minutes between appointments (e.g., 15 min)
  • Working Hours: When appointments can be scheduled
  • Default Duration: Length of appointments (e.g., 30 min)

Step 3: Update Your Assistant Prompt​

Add scheduling capabilities to your assistant's system prompt:

You can help schedule appointments. When a caller requests a time, check my calendar availability and offer open slots. Once they confirm, book the appointment.

Step 4: Test the Integration​

  1. Call your assistant's phone number
  2. Say: "I'd like to schedule an appointment"
  3. Your assistant will check availability and offer times
  4. Confirm a time slot
  5. Check your Google Calendar to verify the booking

Permissions​

Voka AI requests these Google permissions:

  • View calendars: To check your availability
  • Create events: To schedule appointments
  • Edit events: To update or cancel bookings
  • Send invitations: To notify attendees

Your calendar data is never stored on our servers and is only accessed in real-time during calls.

Test Mode Limitations​

During the test phase:

  • ⚠️ Limited to 50 bookings per month per account
  • ⚠️ Some advanced features may be unavailable
  • ⚠️ Occasional bugs as we refine the feature

Please report any issues to [email protected]

Use Cases​

Medical offices: Schedule patient appointments

Professional services: Book consultations

Service businesses: Arrange service calls

Sales teams: Set up demos and meetings

Troubleshooting​

Assistant can't access calendar​

  • Verify you've connected your Google account in Integrations
  • Check that calendar permissions were granted
  • Try disconnecting and reconnecting

Appointments not appearing in calendar​

  • Ensure you selected the correct calendar in settings
  • Check that the calendar is synced across devices
  • Verify working hours are configured correctly

Double bookings occurring​

  • Confirm buffer time is set appropriately
  • Check for calendar sync delays
  • Ensure only one assistant is booking to the same calendar

Disconnecting​

To disconnect Google Calendar:

  1. Go to Settings → Integrations
  2. Find Google Calendar
  3. Click Disconnect
  4. Confirm the action
tip

Existing appointments will remain in your calendar after disconnecting.

Security & Privacy​

  • 🔒 OAuth 2.0 secure authentication
  • 🔒 Calendar data never stored on our servers
  • 🔒 Access tokens encrypted at rest
  • 🔒 You can revoke access anytime via Google Account settings

Need help? Contact our support team at [email protected]