Scheduling and integrations
How to connect an AI agent to Google Calendar and your CRM
Design a WhatsApp flow that qualifies requests, books appointments, updates the CRM, and sends reminders.
For: Sales and service teams managing appointments
An agent connected to Google Calendar and a CRM should qualify a request, check real availability, and create an appointment only after the person confirms. For sales and service teams, success is measured in attended appointments and recorded next steps—not only calendar events created.
On this page
01
Qualify the request before offering times
First identify what the person needs, which service applies, and what information belongs in the CRM. This avoids reserving time for incomplete requests or routing the person to the wrong team.
- Service or appointment reason
- Authorized name and contact details
- Duration and format
- Responsible team or calendar
Qualify the request before offering times
Context available to the agent
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02
Check availability and confirm the appointment
The agent should check valid slots, offer options, and create the event only after confirmation. It can then send the date, time, time zone, and relevant instructions.
- Authorized calendar availability
- Business time zone
- Explicit customer confirmation
- Event with minimum required information
- Reschedule or cancel path
03
Record the outcome and activate reminders
The appointment should return to the system where the team works. Record status, owner, and next step; if there is an exception or complex request, transfer it with the available context. Track requested, confirmed, attended, canceled, and missed appointments separately to find where the process breaks.
- Appointment record and source
- Reminder and confirmation
- Attendance, cancellation, rescheduling, or no-show
- Conversion to an opportunity or next step
- Handoff with history
Appointment record and source
Reminder and confirmation
Attendance, cancellation, rescheduling, or no-show
Conversion to an opportunity or next step
Handoff with history
Illustrative data
Frequently asked questions
Can the agent book without asking the team?
Yes, when it has authorized availability and the service rules are defined. Exceptions should be transferred before anything is confirmed.
What if the CRM has no API?
Start with a controlled file or webhook integration, with minimum fields and duplicate-prevention controls.
Related resources
Bring these ideas into your operation
See how an agent can support this process with rules, context, and follow-up defined by your team.