Calendar Management Tools: Making Your AI a Booking Assistant

Calendar management tools empower your AI assistant to book, reschedule, and cancel appointments on connected calendars—supporting both single and multi-calendar setups. Here’s how to configure and prompt your AI for seamless scheduling.

---

Setting Up Calendar Management

1. Connect Your Calendar(s):
   
   

   • Ensure your CRM calendar(s) are properly set up (including availability) before enabling any booking functionality.
     
     

   • Click on Calendars in your AI Assistant and select your calendar.

     • If it doesn’t show up, click ‘Sync Calendars’.

 

2. Add Calendar Tools to Your AI Assistant:
   
   

   • In the Calendar, use the “add to assistant” button under Tools & Abilities.
     
     

   • The core tools for calendar management:
     
     

     • get_availability: Checks available time slots on the desired calendar.
       
       

     • book_appointment: Schedules the appointment on the specified calendar (works for both single and multi-calendar flows).
       
       

     • get_user_calendar_events: Retrieves the user’s existing appointments for rescheduling or cancellation.
       
       

     • update_appointment_details: Modifies or cancels appointments as needed.
       
       

---

Prompting Best Practices

• Include Tool Names in Your Prompt:
  Use the exact tool name (with underscores, all lowercase) in your prompt to ensure the AI correctly triggers each action (e.g., book_appointment, get_availability).
  
  

• Use Booking Snippets:
  Quickly add booking-related instructions using prompt snippets or templates. This helps guide the AI to:
  
  

  • Collect necessary contact info before booking
    
    

  • Propose available times to the user
    
    

  • Book appointments only after user confirmation
    
    

📝 Tip: Always double-check that tool names in your prompt exactly match their actual names in the tools panel—this boosts consistency for both voice and chat bookings.

---

Advanced Capabilities

• Rescheduling and Cancelling:
  Using get_user_calendar_events and update_appointment_details, your AI can fetch current bookings and manage changes—all through natural conversation.
  
  

⚡ Pro Tip: For a powerful, human-like experience, combine these tools with solid prompting and user detail collection.