Article 6: Calendar Deep Dive: Mastering Your Schedule
Your agent can book appointments, but how do you make sure it doesn’t double-book you or schedule a meeting right after you finish another one? In this deep dive, we’ll explore the advanced settings for your calendar integration. Go to the Integrations page and click “Manage” next to your connected calendar to access these settings.
Written By Catherine Weir
Last updated 19 days ago
1. Set Appointment Durations
First, tell your agent how long different appointments should be. You can create different appointment types with their own unique durations.
•Click “Add Appointment Type.”
•Give it a name (e.g., “New Patient Consultation”) and set the duration (e.g., 60 minutes).
•Create another type for “Standard Check-up” and set it to 30 minutes.
Now, when a customer asks to book, the AI will ask what type of appointment they need and block off the correct amount of time.
2. Create Buffer Times
Back-to-back meetings are stressful. Buffer times automatically add a block of unscheduled time before or after every appointment, giving you a moment to breathe, prepare, or travel.
•In your calendar settings, find the “Buffer Time” option.
•You can set a buffer before and after each appointment (e.g., 15 minutes).
If you have a 30-minute meeting at 2:00 PM with a 15-minute buffer, the AI will not book another appointment until 2:45 PM.
3. Block Out Times
Your AI knows your availability based on your calendar, but you can also set universal rules. For example, you can tell your agent to never book appointments on weekends or during your lunch break every day.
•Go to the “Availability Rules” section.
•Set your recurring availability (e.g., Monday-Friday, 9 AM to 5 PM).
•Add “Blocked Times” for recurring events like your lunch break (e.g., every day from 12:00 PM to 1:00 PM).
What You’ve Accomplished
You now have full control over your schedule. Your AI agent will now book appointments with the correct duration, leave you breathing room between meetings, and respect your personal time, acting as the perfect automated assistant.