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Connect your calendar to let AI check your real availability and book appointments directly. No more “someone will call you back.”

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Supported calendars

Google Calendar

Personal and Google Workspace

Microsoft Outlook

Outlook.com and Microsoft 365

Apple Calendar

iCloud Calendar

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Connect Google Calendar

1

Go to Integrations

Navigate to Settings → Integrations → Calendar
2

Select Google

Click “Connect Google Calendar”
3

Sign in

Sign into your Google account
4

Authorize

Allow CallDesk to read and write calendar events
5

Choose calendar

Select which calendar to use for bookings
Google Workspace users: Your admin may need to approve the CallDesk integration in the Google Admin Console.

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Connect Microsoft Outlook

1

Go to Integrations

Navigate to Settings → Integrations → Calendar
2

Select Microsoft

Click “Connect Outlook / Microsoft 365”
3

Sign in

Sign into your Microsoft account
4

Authorize

Allow CallDesk to read and write calendar events
5

Choose calendar

Select which calendar to use for bookings
Microsoft 365 users: Your IT admin may need to approve the CallDesk integration in Azure AD.

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Connect Apple Calendar

1

Go to Integrations

Navigate to Settings → Integrations → Calendar
2

Select Apple

Click “Connect Apple Calendar”
3

Sign in to iCloud

Sign into your Apple ID
4

Generate app-specific password

In iCloud settings, generate an app-specific password for CallDesk
5

Enter credentials

Enter your Apple ID and app-specific password
6

Choose calendar

Select which calendar to use for bookings

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What we can access

When you connect your calendar, we request only what’s needed:
PermissionWhat it does
Read busy/free statusSee when you’re available
Read event timesKnow when existing appointments are
Create eventsBook new appointments
Update eventsReschedule when requested
Delete eventsCancel when requested
We never read the details of your existing events, just whether a time slot is busy or free. Your personal appointments stay private.

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Setting availability

After connecting, configure when you’re available for bookings:

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Business hours

Set your regular hours: 
Monday:    9:00 AM - 5:00 PM
Tuesday:   9:00 AM - 5:00 PM
Wednesday: 9:00 AM - 5:00 PM
Thursday:  9:00 AM - 5:00 PM
Friday:    9:00 AM - 3:00 PM
Saturday:  Closed
Sunday:    Closed

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Booking rules

RuleExample
Minimum noticeAt least 2 hours before
Maximum advanceUp to 30 days out
Buffer before15 minutes to prepare
Buffer after15 minutes to wrap up
Slot duration30-minute increments

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Blocked times

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

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Multiple calendars

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Multiple team members

If you have a team, you can: Round-robin: Distribute bookings across team members
  • Each person connects their calendar
  • AI books with whoever is available next
  • Workload is balanced automatically
Specific routing: Route certain bookings to specific people
  • “AC repair” → Technician’s calendar
  • “Consultation” → Sales rep’s calendar

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Multiple calendars per person

If you use separate calendars for different purposes:
  • Select one as your “booking” calendar
  • Block times from other calendars (AI sees them as busy)

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What happens when AI books

When AI books an appointment:
  1. Creates a calendar event with:
    • Customer name
    • Phone number
    • Service requested
    • Notes from conversation
    • Link to transcript
  2. Sends confirmation to customer via SMS
  3. Notifies you via your preferred channel
  4. Updates dashboard with booking details

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Handling conflicts

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Real-time availability

AI checks your calendar at the moment of booking. If you’re updating your calendar while AI is booking, the latest state wins.

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Conflict resolution

If a conflict occurs:
  1. AI apologizes for the mixup
  2. Offers next available slots
  3. Books the new time
  4. Customer never knows there was an issue

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Double-booking protection

AI will never book over:
  • Existing appointments
  • Blocked times
  • Outside business hours
  • Beyond your booking rules

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Sync frequency

ChangeSync time
New eventsReal-time (seconds)
CancellationsReal-time (seconds)
Time changesReal-time (seconds)
Availability updatesImmediate
No waiting for sync. Changes reflect instantly.

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Troubleshooting

  1. Check that your blocking event is on the correct calendar
  2. Verify the calendar is connected to CallDesk
  3. Check for time zone mismatches
  1. Make sure you’re logged into the correct account
  2. Check that third-party access isn’t blocked (common with work accounts)
  3. For Google Workspace / Microsoft 365, contact your IT admin
  1. Check that you selected the correct calendar during setup
  2. Verify the calendar has write permissions
  3. Look for the booking in CallDesk dashboard to confirm it exists
Time zone mismatch. Check that:
  1. Your CallDesk account has the correct time zone
  2. Your calendar has the correct time zone
  3. Both match

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FAQ

Currently, you can connect one calendar provider per user. If you need to aggregate availability across multiple calendars, use the same provider’s calendar sharing features.
AI checks availability at the moment of booking. If you book a slot while AI is talking to someone, AI will see the conflict and offer the next available slot.
No. We only check if times are busy or free. We never read event titles, descriptions, attendees, or locations of your existing events.
Go to Settings → Integrations → Calendar and click “Disconnect.” AI will no longer be able to book appointments until you reconnect.

Connect Your Calendar

Set up calendar sync in 60 seconds.