Google Calendar Appointment
Step by Step Guide to Configure the Google Calendar Component in your Chatflow
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)
Ask the user for appointment date/time
Collect required details (email, phone, etc.)
Configure the Appointment Component
Create/update the event in Google Calendar
Send confirmation to the user
How to Add the Appointment Component
Open Bot Builder → Edit Chat Flow
Click Add Chat Component
Select Google Appointment
Drag and drop it into the desired position in the flow
1. Create Event Flow
Configuration Options (Right Panel)
1. Calendar Provider
Select Google Calendar
Required for Google Appointment component
2. Action Type
Choose what action the bot should perform:
Create Event – Book a new appointment
Reschedule Event – Modify an existing booking
Cancel Event – Cancel an appointment
3. Calendar Account
Select the connected Google account from the dropdown if already connected
If your calendar is not connected:
Click on Add Account Button
Choose your Google account
Review all the permissions and policies and click on continue.
Click on allow to give the access of your calendar.
So the account is connected and mentioned in the dropdown.
Select your account and click on update and Next button.
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
Click on Add Business Hours button to add your business hours.
Add your schedule here so that your calendar can show the availability accordingly by adding the following details:
Name
Short Description
Select your Time Zone
Add your Business Hours including your days and Timings.
After adding it will be reflected in the list.
Edit and Delete the working hours accordingly.
Select your Added working schedule.
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
2. Message Text Customization (Live)
Fully configurable system messages:
Date Selection Message “Please select a date for your appointment.”
Slot Selection Message “Choose an appointment slot from the available options.”
Booking Failed Message “We couldn’t complete the appointment booking. Please try again.”
Appointment Success Message “Your appointment has been booked successfully!”
Slot Unavailability Message “This appointment slot is no longer available. Please choose another one.”
View More Options Text (when >10 slots) “View More Options”
➡️ Supports dynamic variables using /
3. Data Mapping (Live)
Primary Attendee
Map appointment attendee to a Custom Attribute (e.g., Email)
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
2. Reschedule Event
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
Edit or keep the configure details same for the Reschedule flow.
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 appointmentButton: Cancel Appointment
Or from menu / fallback option
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
All the Appointments will be visible in the Inbox Tab
FAQs
What is the Appointment Component?
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.
Do I need to connect Google Calendar?
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.
What actions does the Appointment Component support?
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
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