> For the complete documentation index, see [llms.txt](https://help.botpenguin.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.botpenguin.com/bots/whatsapp-bot/manage-chatflow/components-in-chatflow/integrations-component/google-calendar-appointment.md).

# Google Calendar Appointment

### What is the Appointment Component?

The Appointment Component enables end-to-end appointment scheduling inside a chat flow. Once configured, users can select a date/time, and the system creates or updates events in the connected calendar automatically.

* **Google Appointment** – Direct Google Calendar–based booking 

***

### When to Use It

Use the Appointment Component when you want to:

* Let users **book appointments via chat**
* Sync appointments with **Google Calendar**
* Allow **reschedule or cancellation** without agent involvement
* Send **automatic confirmation emails**

***

### How It Works (Flow Overview)

1. Ask the user for appointment date/time
2. Collect required details (email, phone, etc.)
3. Configure the Appointment Component
4. Create/update the event in Google Calendar
5. Send confirmation to the user

***

### How to Add the Appointment Component

1. Open **Bot → Select your bot and Go to Chat Flows**
2. Click **Add Chat Component**
3. Select **Google Appointment**
4. Drag and drop it into the desired position in the flow

<figure><img src="/files/peKUJTRa7HtfZUOzymxs" alt=""><figcaption></figcaption></figure>

***

### 1. Create Event Flow

### Configuration Options (Right Panel)

#### 1. Calendar Provider

* Select **Google Calendar**
* Required for Google Appointment component

<figure><img src="/files/vlGx1ah9rVEGMNiHgPXw" alt=""><figcaption></figcaption></figure>

#### 2. Action Type

Choose what action the bot should perform:

* **Create Event** – Book a new appointment

<figure><img src="/files/YnxZ6HBgmoSHEsyFZb1l" alt=""><figcaption></figcaption></figure>

* **Reschedule Event** – Modify an existing booking

<figure><img src="/files/hsbCGSDcV38sOasAx4YA" alt=""><figcaption></figcaption></figure>

* **Cancel Event** – Cancel an appointment

<figure><img src="/files/Hw6j19d3yW4onfmKpBaz" alt=""><figcaption></figcaption></figure>

#### 3. Calendar Account

* Select the connected Google account from the dropdown if already connected

<figure><img src="/files/6KPngSAoUHdkeIz9Jzoq" alt="" width="368"><figcaption></figcaption></figure>

* If your calendar is not connected:&#x20;
  * Click on Add Account Button

<figure><img src="/files/MKo8LLR9hnp5dwWzPIMd" alt="" width="375"><figcaption></figcaption></figure>

* Choose your Google account
* Review all the permissions and policies and click on continue.

<figure><img src="/files/TAnTgPfot1oYu65So31q" alt=""><figcaption></figcaption></figure>

* Click on allow to give the access of your calendar.

<figure><img src="/files/pl6wh9Aq9qOsoUvLWCwi" alt=""><figcaption></figcaption></figure>

* So the account is connected and mentioned in the dropdown.

\
![](/files/xGZIsdfHAE37kQMMSZAI)

* Select your account and click on update and Next button.

<figure><img src="/files/K8uGulwXkdsnlp7eZwJn" alt=""><figcaption></figcaption></figure>

* Appointments will be created in this calendar
* Make sure the account has **calendar write permissions**

### **Configure your Appointment Details:**

### 1. Basic Details (Live)

* **Appointment Name**: Custom name for the appointment (e.g., *Google Appointment*)
* **Appointment Slot Duration**: Slot length (e.g., 30 minutes)
* **Per-Day Availability**: Max number of appointments allowed per day
* **Availability Schedule**:
  * Select existing schedule or **Add New Schedule**
  * Clicking on Add new schedule will allow to configure your working hours

<figure><img src="/files/jFquDej8uwqKHME6gqzQ" alt="" width="371"><figcaption></figcaption></figure>

* Click on Add Business Hours button to add your business hours.

<figure><img src="/files/DaRlCU8LdbJmfK4848AG" alt=""><figcaption></figcaption></figure>

* Add your schedule here so that your calendar can show the availability accordingly by adding the following details:
  * Name&#x20;
  * Short Description
  * Select your Time Zone
  * Add your Business Hours including your days and Timings.
  * After adding it will be reflected in the list.

<figure><img src="/files/rL71o2lGKOIFlqqO0dDQ" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/yLN1730vxVW1wIWBvVGy" alt=""><figcaption></figcaption></figure>

> Edit and Delete the working hours accordingly.

* Select your Added working schedule.

<figure><img src="/files/MPi7B7xbF6oQo0ROrr3l" alt=""><figcaption></figcaption></figure>

* **Customer Timezone**: Timezone used for slot display (e.g., Asia/Kolkata)
* **Dependency Check**:
  * Name, Email, and Phone components must be added **before** this component
* **Next Message After Completion**: Route the flow after booking completes

<figure><img src="/files/Dqe75UURiBPadhZbLdJG" alt=""><figcaption></figcaption></figure>

***

### 2. Message Text Customization (Live)

Fully configurable system messages:

* **Date Selection Message**\
  \&#xNAN;*“Please select a date for your appointment.”*
* **Slot Selection Message**\
  \&#xNAN;*“Choose an appointment slot from the available options.”*
* **Booking Failed Message**\
  \&#xNAN;*“We couldn’t complete the appointment booking. Please try again.”*
* **Appointment Success Message**\
  \&#xNAN;*“Your appointment has been booked successfully!”*
* **Slot Unavailability Message**\
  \&#xNAN;*“This appointment slot is no longer available. Please choose another one.”*
* **View More Options Text** (when >10 slots)\
  \&#xNAN;*“View More Options”*

➡️ Supports **dynamic variables** using `/`

<figure><img src="/files/e3VxdFAt7BjgYtg7WynP" alt=""><figcaption></figcaption></figure>

***

### 3. Data Mapping (Live)

* **Primary Attendee**
  * Map appointment attendee to a **Custom Attribute** (e.g., Email)

<figure><img src="/files/hOacPGQ85o2JnHGsiajy" alt=""><figcaption></figcaption></figure>

***

### 4. Advance Options (Live)

Select the checkboxes to enable the permissions.

#### Booking & Meeting Controls

* **Include a Google Meet link with each appointment**\
  Automatically adds a Meet link to the booked event.
* **Allow users to invite additional guests**\
  Users can add extra attendees while booking.
* **Allow multiple bookings on the same appointment slot**\
  Enables overlapping bookings for the same time slot (useful for group sessions).

#### Appointment Details

* **Allow users to add an agenda for appointment**\
  Users can enter agenda/notes during booking.

#### Reliability & Retry

* **Retry booking once upon failure**\
  Automatically retries booking if the first attempt fails.

#### Notifications & Messaging

* **Send notification for the user reply**\
  Triggers notification when user responds.
* **Rephrase Messages**\
  AI-assisted rephrasing of normal system messages.
* **Rephrase Error Messages**\
  AI-assisted rephrasing specifically for error states.

#### Message Timing

* **Add delay before message is displayed**\
  Set a delay (in seconds) before sending the next message (e.g., 1 second).

***

#### Actions

* **Back**: Go to previous step
* **Update**: Save advanced configuration

***

### 5. Actions Available

* **Update**: Save all configuration changes
* **Back**: Navigate to previous step
* **Test Live on WhatsApp Web**: End-to-end booking validation

Whenever an appointment is booked via the chatbot, it will automatically appear in the **Inbox → Appointments** tab.\
This section lets you view and manage all upcoming and past appointments in one place

<figure><img src="/files/QGAn551KIBtSnuQvWqcO" alt=""><figcaption></figcaption></figure>

### 2. Reschedule Event

&#x20;It Updates an existing appointment with a new date/time.

#### Connect Configuration (Google Appointment)

**Calendar Provider**

* Select **Google Calendar** to sync bookings with your Google account.

**Action Type**

* **New Appointment** → Creates a fresh calendar event.
* **Reschedule Event** → Updates an existing appointment with a new date/time (used for rescheduling flows).
* It allow the users to the reschedule the meeting&#x20;

<figure><img src="/files/w0akk4pt7iSqrt5FY2Vi" alt=""><figcaption></figcaption></figure>

* Edit or keep the configure details same for the Reschedule flow.

<figure><img src="/files/v8djp44chwTbuK8wjsBZ" alt=""><figcaption></figcaption></figure>

**Calendar Account**

* Choose the connected Google account where appointments will be created or updated.
* If no account is connected, click **Add Account** to authorize Google Calendar.

**Behavior**

* On successful booking or reschedule:
  * The event is created/updated in Google Calendar.
  * Confirmation is sent to the user (email / chat message based on flow setup).
  * Appointment details are stored internally.

**Post-Booking Visibility**

* All booked or rescheduled appointments are reflected in:
  * **Inbox → Appointments** tab
  * Allows filtering by **Upcoming / Past**, date range, email, or phone number.

***

### 3. Cancel Event

This flow Allows you to cancel the meeting Event.

#### 1. Entry Point

**Trigger**

* Keyword: `Cancel appointment`
* Button: *Cancel Appointment*
* Or from menu / fallback option

<figure><img src="/files/Hw6j19d3yW4onfmKpBaz" alt=""><figcaption></figcaption></figure>

***

#### 2. Collect User Identity

**Message**

> “Sure 👍 I can help you cancel your appointment.\
> Please confirm your details to proceed.”

**Components (in this order – mandatory)**

* **Name**
* **Email**
* **Phone Number**

> These are required to identify the correct calendar event.

***

#### 3. Fetch Existing Appointment

**Appointment Component**

* **Calendar Provider:** Google Calendar
* **Action Type:** **Cancel Event**
* **Calendar Account:** Select connected Google account

**Configuration**

* **Count of Previous Scheduled Events:** `1`\
  (Fetches the most recent upcoming appointment for this user)

***

#### 4. Confirmation Step (Recommended)

**Message**

> “I found your upcoming appointment scheduled on\
> 📅 {{date}} at ⏰ {{time}}.\
> Do you want to cancel this appointment?”

**Single Choice**

* ✅ Yes, cancel it
* ❌ No, keep it

***

#### 5. Cancel Event Action

**Condition**

* If user selects **Yes, cancel it**

**Appointment Component**

* Executes **Cancel Event**
* Removes the event from Google Calendar
* Updates internal appointment status

***

#### 6. Success Message

**Message**

> “✅ Your appointment has been successfully cancelled.\
> If you need to reschedule or book a new appointment, just let me know!”

***

#### 7. Failure / No Appointment Found

**Fallback Message**

> “⚠️ We couldn’t find any upcoming appointment with the provided details.\
> Please double-check your information or contact support.”

***

#### 8. Post-Cancellation Visibility

* Cancelled appointment will:
  * Be removed from **Google Calendar**
  * Appear as **Cancelled** in **Inbox → Appointments**
  * Be available for audit/logs

***

### Optional Enhancements (Advanced Options)

* ⏱ Retry cancellation once on failure
* 🔔 Send cancellation confirmation email
* ✨ Rephrase success/error messages using AI
* ➕ Offer **Reschedule** CTA immediately after cancel

{% hint style="info" %}
All the Appointments will be visible in the Inbox Tab
{% endhint %}

<figure><img src="/files/4lw0SezEcA39pKucKAQO" alt=""><figcaption></figcaption></figure>

#### FAQs

<details>

<summary>What is the Appointment Component?</summary>

The Appointment Component lets users book, reschedule, or cancel appointments directly inside the chatbot. It automatically creates or updates events in the connected Google Calendar.

</details>

<details>

<summary>Do I need to connect Google Calendar?</summary>

Yes. A Google Calendar account with write access is required. All appointments booked via the chatbot will be created, updated, or cancelled in this calendar.

</details>

<details>

<summary>What actions does the Appointment Component support?</summary>

The component supports three key actions:

* **Create Event** – Book a new appointment
* **Reschedule Event** – Change date or time of an existing booking
* **Cancel Event** – Cancel an upcoming appointment

</details>

<details>

<summary>What user details are required before booking?</summary>

Before using the Appointment Component, the flow must collect:

* **Name**
* **Email**
* **Phone number**\
  These details are required to identify and manage appointments.

</details>

<details>

<summary>Where can I view and manage all appointments?</summary>

All booked, rescheduled, and cancelled appointments are available under\
Inbox → Appointments tab, where you can view upcoming and past appointments.

</details>