Cal.com and Calendly calendar integrations
AloAi voice agents can book, cancel, and reschedule appointments through Cal.com or Calendly during a live call.
Both providers connect the same way: the admin generates an API key inside their own Cal.com or Calendly account and pastes it into the agent.
From that point, the provider is the calendar engine. It owns the events, the hosts, the availability rules, and the notifications, and the agent reads those events over the API and books appointments on the contact's behalf during a live call.
The agent never defines availability itself. It only books against events the admin has already created in the provider. Events come in three shapes:
Individual is a single host's appointment.
Round-robin distributes bookings across multiple hosts based on availability.
Collective or conference has multiple hosts attend the same booking together.
Plan requirements
The plan you need depends on the provider and the event types you book. Confirm current pricing and feature gating against each provider's documentation, since third-party plans change.
Calendly requires a paid plan for the agent to book at all. On the Free plan, API access is read-only, and booking through the Scheduling API plus webhooks requires a paid tier (Standard, Professional, Teams, or Enterprise).
Cal.com issues API keys on every plan, including Free, so a single-user calendar can book for free, and automated reminder workflows are included on all plans. Round-robin and collective or conference event types require the paid Teams plan.
For any multi-user or team deployment, plan on a paid subscription with both providers. The only setup that runs entirely on a free plan is a solo Cal.com calendar.
Setting up the integration
Configuration happens in two places: the provider and the agent. To connect a calendar:
Create or use a Cal.com or Calendly account on a plan that supports the event types you need.
Create the events the agent should book against (individual, round-robin, or collective or conference) across the users who take bookings. Configure all timing, location, and conferencing settings on the event itself.
Generate an API key in the provider.
In Cal.com, go to Settings, then Developer, then API keys, then Create.
In Calendly, go to Integrations, then API & Webhooks, then generate a personal access token.
Paste the API key into the agent's configuration.
Cal.com API key
Calendy API key
Once the key is saved, the agent can see every event in the connected provider account and books through that key. There is no per-event wiring to do on the Aloware side. The provider remains the system of record for the calendar.
Note - When you use the Cal.com or Calendly integration to manage appointments, you do not need to add the Manage appointment function in the instructions. The integration handles the booking.
Booking behavior
The event's configuration in the provider drives all behavior, including duration, location, conferencing, round-robin versus collective, buffers, and notice periods.
During booking, the agent calls the provider over the API, looks up the event, checks the availability of the users attached to it, and schedules into an open slot.
After booking, the invite is delivered based on your integrations:
If the agent or account is also integrated with Google Calendar, the invite is delivered to Google Calendar.
Otherwise, Cal.com or Calendly sends the invite by email to the booked contact and to the users on that event.
If the event is set up as a conference or collective, attendees are placed into that conference.
Notifications and reminders
Notification settings live in the provider, not in Aloware. Confirmation emails, calendar invites, and reminders are configured at the event level in Cal.com or Calendly through each provider's Workflows.
When the agent books through the API, the provider's standard actions fire automatically, exactly as they would for a booking made through the provider's own interface.
SMS reminders are supported and are configured through the provider's reminder or Workflow settings on the event, not in the agent. Two provider differences apply:
Calendly text reminders fall under Workflows, which are a paid-plan feature.
Cal.com automated reminder workflows are available on all plans, including Free, though SMS sending may still be subject to the provider's own SMS limits.
Canceling and rescheduling Calendly appointments
The voice agent can help callers cancel or reschedule an existing Calendly appointment during a live call. The full flow happens in one conversation, so the caller does not need to be redirected to a website, an email, or a human handoff to change their booking.
This extends the existing Calendly integration, which already supported availability checking and initial booking, so the agent can now handle the three actions callers most commonly ask for: book, cancel, and reschedule.
This capability applies to Calendly only. Cal.com bookings are not covered.
How it works
Cancel - Calendly provides a first-class cancel endpoint, so the agent looks up the caller's existing appointment, confirms it with the caller, and cancels it. Calendly sends its standard cancellation email automatically.
Reschedule - Calendly does not expose a dedicated reschedule endpoint. The agent performs a reschedule as a cancel followed by a fresh booking on the same call. It finds the existing event, confirms with the caller, cancels it, then runs the standard availability and booking flow to create the new time slot.
What the caller experiences
A caller dials in and asks to cancel. The agent confirms the appointment's date and time, processes the cancellation, and the caller receives Calendly's standard cancellation email.
To reschedule, the agent confirms and cancels the existing booking, then asks for the caller's new preferred time, offers available slots from the calendar, books the chosen slot, and Calendly sends the new confirmation email.
If the agent cannot find a matching appointment, it asks for clarification rather than guessing.
What it covers
The agent handles Calendly bookings, including Google Calendar appointments that were created through Calendly. It works on a single appointment at a time, canceling or rescheduling that booking during a live voice call.
What's out of scope
The agent cannot cancel or reschedule native Cal.com or Google Calendar bookings that were made outside of Calendly. It also does not handle bulk cancellations, such as "cancel all my appointments," and it cannot modify appointment details other than the time, such as notes, location, or attendees.
What you need to do
Cancel and reschedule are registered as built-in agent tools alongside the existing Calendly availability and booking tools. No per-agent configuration is required beyond your existing Calendly connection.