How to Connect Google Calendar

Let Kai check availability and book appointments during calls.

What It Does

When connected, Kai can:

  • Check your real-time calendar availability during a call
  • Offer open time slots to callers
  • Book appointments directly on your Google Calendar
  • Send confirmation texts and emails to the caller after booking

Connecting Your Calendar

  1. Go to Dashboard > Settings > Connections
  2. Find “Google Calendar” and click Connect
  3. Sign in with your Google account
  4. Grant KaiCalls permission to view and create events
  5. Select which calendar(s) Kai should use for availability and booking

Enabling Appointment Booking on Your Agent

After connecting Google Calendar:

  1. Go to Dashboard > Agents and click your agent
  2. In the agent editor, find the Rules/Capabilities section
  3. Enable “Can schedule appointments”
  4. Kai will now offer booking during calls when callers express interest

How It Works During a Call

  1. Caller says something like “I’d like to schedule a consultation”
  2. Kai checks your Google Calendar for available slots
  3. Kai offers times: “I have openings Thursday at 2pm or Friday at 10am. Which works better?”
  4. Caller picks a time
  5. Kai creates the event on your calendar
  6. Kai sends a confirmation text to the caller with the date, time, and any prep instructions

Tips

Keep your calendar up to date — Kai reads it in real time. Make sure it reflects your actual availability.
Block off personal time — Block lunch, travel time, and personal appointments so Kai doesn’t book over them.
Set buffer time — You can set buffer time between appointments in your Google Calendar settings to avoid back-to-back meetings.
Event details — Events created by Kai include the caller’s name, phone number, and reason for the appointment in the event description.

Troubleshooting

Kai says “I can’t check the calendar right now”

The Google Calendar connection may have expired. Reconnect in Settings > Connections.

Wrong calendar

Make sure the correct calendar is selected in the connection settings. If you have multiple Google calendars, select the one you use for client appointments.

Appointments not showing up

Check that KaiCalls has “create events” permission. You may need to reconnect and re-grant permissions.

Warning: If you revoke KaiCalls’ access in your Google Account settings, Kai will not be able to check availability or book appointments until you reconnect.
    How to Connect Google Calendar | KaiCalls Help