Multi-Calendar Booking
Multi-Calendar Booking: Book Appointments Across Multiple Calendars
Multi-calendar booking allows your AI assistant to schedule appointments for different services or team members—all through a single conversation. This is especially valuable for property managers, service businesses, and any team juggling multiple appointment types or staff calendars.
What Is Multi-Calendar Booking?
Multi-calendar booking lets your assistant:
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Offer clients options to book with various team members or for different appointment types (like a property showing and an applications clerk in the same call or chat)
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Reference and update each calendar individually, handling rescheduling and cancellations across multiple services
🔄 Tip: Your AI can book, reschedule, or cancel across calendars—making complex scheduling easy for your clients and your team.
How to Set Up Multi-Calendar Booking
1. Prepare Your Assistant & Prompts
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Create or update your assistant in the builder.
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In your prompt, clearly list all booking options you want the AI to offer (e.g., “Would you like to book a property showing or a session with the applications clerk?”).
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Click on Add Snippet (top right hand-side of the main prompt editor) and click on calendar matrix.
2. Create & Gather Calendar IDs
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Navigate to your calendar section and create all needed calendars (e.g., “Property Showing Calendar” and “Applications Clerk Calendar”).
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After creation, copy the unique ID for each calendar—these IDs are crucial for mapping requests to the right calendar.
💡Tip: These IDs can also be found in the AI Builder Calendar Selector
3. Connect Calendars to the Assistant
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In your assistant builder, go to the calendar section and add each calendar by its ID.
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Resync and confirm each calendar is correctly connected.
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If the system only shows one calendar selected at a time, know that the AI can still reference multiple calendars by their IDs within its prompt.
4. Add User Detail Collection (Recommended)
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Ensure your prompt or flow includes updating the client’s name, email, and phone as they are shared during booking.
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This ensures each appointment has accurate contact information and improves reliability.
5. Add Calendar Management Tools
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At minimum you will need the Check Availability and Book Appointment Tools.
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To also handle rebooking and rescheduling seamlessly add all Calendar Management Tools.
Testing Multi-Calendar Booking
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Initiate a test conversation and try booking with different calendars.
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Have the assistant handle multiple appointments and a cancellation or reschedule to ensure everything works as expected.
💡 Pro Tip: If you ever need to adjust calendar options or add new services, simply update the prompt and connect the new calendar ID.