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Google Calendar

Learn using a step-by-step guide on how to integrate Google Calendar with AI Agents

What is Google Calendar?

Google Calendar is a widely used cloud-based scheduling tool from Google that helps individuals and organizations plan, manage, and track events. It offers features such as multi-calendar support, automated reminders, real-time synchronization across devices, and integrations with productivity tools, making it a cornerstone for efficient time and resource management.

Benefits of Integrating Google Calendar with AI Agent

  • Automated Scheduling: Eliminate the need for manual appointment booking as the AI Agent can directly create and confirm calendar events.

  • Real-time Synchronization: Events and updates made through BotPenguin instantly reflect in Google Calendar, ensuring accuracy.

  • Reduced No-Shows: Automated reminders sent via the AI Agent minimize missed appointments.

  • Streamlined Customer Experience: Customers can schedule meetings, demos, or consultations directly during the chat without extra steps.

  • Multi-User Flexibility: Supports multiple team members’ calendars, enabling intelligent routing and booking across availability slots.

Steps to Integrate Google Calendar with AI Agent:

Step 1: Access Integrations

  1. Log in to BotPenguin, and click on the More icon in the left-hand sidebar.

  1. Navigate to Integrations → Google Calendar.

  1. On the Google Calendar page, click Connect → Connect Google Calendar.

  1. Complete the Google Sign-In process and allow permissions.

Step 2: Configure Google Calendar Accounts

  1. After connection, you will see a configuration table with:

    1. Configuration Name (email ID).

    2. Details (connected account information + access token).

    3. Status Toggle (enable/disable connection).

    4. Actions (delete an integrated account).

  1. To add another account, click Add New Configuration and repeat the sign-in.

Step 3: Prepare Custom Attributes (Mandatory)

  1. Go to the left-hand sidebar and click on More.

  2. Scroll down and select Settings.

  3. Click on Custom Attributes and then click Add Attribute.

  1. A table will appear with three options. Select the third option: Save Agent Response.

  2. Fill in the following details:

    • Attribute Key: A unique identifier for the key (e.g., meeting_title).

    • Attribute Name: The display label (e.g., Meeting Title).

    • Attribute Type: Choose from available formats such as Select, Event, Timing, or use the earlier examples (Single Line Text, Multi-Line Text, Date & Time Picker).

  1. Make attributes for all 5 of the needed attributes. They are:

    1. Summary

    2. Description

    3. Start Time

    4. End Time

    5. Email

  2. Repeat the process until all required attributes are created.

Step 4: Add Google Calendar Actions to Agent

  1. In the Agent Instructions editor, type a backslash (/) in the Agent Actions search bar.

  1. Search for Google Calendar and select the required action (e.g., Google Calendar Create Event).

  1. Choose the credentials/configuration (Google account) to link with this action.

Step 5: Map Data Fields

In the Configuration screen:

  1. For each Google Calendar field (Summary, Description, Start Time, End Time, Email), map it to the corresponding custom attribute you created earlier.

  1. Leave Fallback Values empty unless a default is required.

Step 6: Test the Integration

In the Test screen, provide sample data for all five fields:

Example:

  • Summary: Product Demo

  • Description: 30-min walkthrough of features

  • Start Time: 2025-09-19T17:30:00+08:00

  • End Time: 2025-09-19T17:30:00+09:00

  • Email: [email protected]

Click Test Data.

  • If successful, the event will be created in Google Calendar.

  • If failed, an error message will appear explaining the issue (e.g., invalid time format).

Step 7: Deploy

  1. Once the test passes, click Finish.

  2. The integration will now appear in your agent’s code instructions as a green oval box (e.g., Google Calendar Create Event).

  3. Your AI Agent is now fully integrated with Google Calendar!

Frequently Asked Questions (FAQs)

Do I need a Google account to use the integration?

Yes. You must have a valid Google account with access to Google Calendar in order to connect and sync with BotPenguin’s AI Agent.

Can I connect multiple Google Calendar accounts?

Yes. You can integrate multiple Google Calendar accounts. Each account will appear as a separate configuration under the integration settings.

What happens if I disable a configuration?

Disabling a configuration will temporarily stop event syncing for that account. You can re-enable it anytime by toggling the status back on.

Is it mandatory to create custom attributes?

Yes. Custom attributes are required to capture user inputs (like event title, date, or participants). Without these attributes, the AI Agent cannot create or manage events in Google Calendar.

Can the AI Agent manage existing events in my calendar?

Currently, the integration focuses on creating new events based on user input. Managing or editing existing events is subject to the permissions you grant during integration.

What happens if the Google token expires?

If the Google token expires, you will need to re-authenticate by reconnecting your Google account from the integration settings.

If everything is correct and you are still unable to move forward, write to us at [email protected]. We will respond back within 48 business hours.

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