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CallDesk connects to your existing calendar so AI can see your real availability and book appointments directly. No double-booking, no back-and-forth.

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Why calendar sync matters

Without calendar access, AI can only say: “Someone will call you back to schedule.” With calendar access, AI can say: “I have availability tomorrow at 2pm or Thursday at 10am. Which works better?” That’s the difference between taking a message and actually helping.

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Supported calendars

Google Calendar

Personal and Workspace accounts

Microsoft Outlook

Outlook.com and Microsoft 365

Apple Calendar

iCloud Calendar

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How it works

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1. Connect your calendar

One-click authorization. We request only the permissions needed:
  • Read your calendar to see when you’re busy
  • Write to create new appointments
We never see the details of existing events, just when you’re free or busy.

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2. Set your availability

Tell CallDesk when you’re available for appointments:

Business hours

Monday-Friday, 9am-5pm

Custom schedule

Different hours on different days

Buffer time

15 minutes between appointments

Appointment types

30-min consultations, 2-hour services

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3. AI books in real-time

When someone wants to book:
  1. AI checks your calendar for the next available slots
  2. Offers options to the caller
  3. Creates the appointment with all details
  4. Sends confirmation to both you and the customer

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What gets created

When AI books an appointment, the calendar event includes:
  • Customer name and phone
  • Service requested
  • Any notes from the conversation
  • Link to the full transcript
You arrive to appointments fully prepared.

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Availability settings

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Booking windows

Control how far out people can book:
SettingExample
Minimum noticeAt least 2 hours from now
Maximum advanceUp to 30 days out
Booking windowOnly show next 2 weeks

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Buffer time

Prevent back-to-back appointments:
  • Before appointments: 15 minutes to prepare
  • After appointments: 15 minutes to wrap up
  • Between appointments: 30 minutes minimum gap

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Blocked times

Mark times as unavailable:
  • Lunch breaks
  • Personal appointments
  • Team meetings
  • Holidays

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Multiple calendars

If you have multiple team members or service types:

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Option 1: Shared calendar

One calendar that AI books into. Team figures out who takes it.

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Option 2: Round-robin

AI distributes bookings across team members’ calendars.

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Option 3: Service-based

Different services book to different calendars:
  • “AC Repair” → Technician calendar
  • “Consultation” → Sales calendar

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Handling conflicts

What if someone books while you’re updating your calendar? CallDesk checks availability at the moment of booking. If a conflict occurs:
  1. AI apologizes for the conflict
  2. Offers the next available slots
  3. Rebooks seamlessly
The customer never knows there was an issue.

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Calendar sync frequency

Your calendar syncs in real-time:
  • New events appear within seconds
  • Cancellations free up slots immediately
  • Changes reflect instantly
No waiting, no stale data.

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Setting up calendar sync

1

Go to Settings

Navigate to Settings → Integrations → Calendar
2

Click Connect

Select “Google Calendar”
3

Authorize

Sign in to your Google account and allow access
4

Choose calendar

Select which calendar to use for bookings

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FAQ

No. We only check if times are busy or free. We never read the titles, descriptions, or attendees of your existing events.
Delete or cancel the event in your calendar like normal. The customer won’t be automatically notified. You’ll need to contact them or set up a cancellation automation.
Yes. You can create different booking types with different availability rules.
CallDesk has its own booking system that connects directly to your calendar. You don’t need Calendly or similar tools, but they can coexist if you want to keep them.

Connect Your Calendar

Set up calendar sync in 60 seconds.