External Calendars: Admin guide to connecting Calendly and Cal.com to Aloware

External Calendars lets you connect Calendly and Cal.com to Aloware so agents and AloAi agents can use external event types when scheduling appointments.

The flow is simple: an admin connects a calendar, the connection becomes available to users based on its visibliity, and appointments are created against the selected event type. Aloware then keeps the appointment information in the contact's communication history and synchronize changes made in the external calendar.

Aloware records appointment activity in the contact's communication history and synchronizes changes made in the external calendar.

This article walks through the process from connecting a calendar to booking, rescheduling, cancelling, and managing appointments with AloAi.

You need an existing Calendly or Cal.com account. Aloware connects to the provider through OAuth.

Both providers require the contact's first name and email address when creating a booking.

Calendly plan limitations also affect booking actions:

You can connect a calendar as either Company Wide or Private. The connection type depends on where you connect it.

There is no separate Visibility selector. Aloware determines the connection's visibility based on where you connect it.

Each connection also uses one Event Type. The event type comes from Calendly or Cal.com and determines the meeting format, duration, and availability rules used when booking.

Once a calendar is connected, users can select it when scheduling an appointment. If a user has only one available calendar, Aloware selects it automatically. If multiple calendars are available, a calendar selector is shown.

Before a calendar can be used for appointments, it must first be connected to Aloware.

Admins can connect a Calendly or Cal.com account for use by agents and AloAi agents.

Go to: Account → Integrations → External Calendars, then select Settings on the Calendly or Cal.com card.

Select + Connect and complete the provider's OAuth authorization process.

Select Edit and select the Event Type you want Aloware to use. The event type determines the meeting format, duration, and availability rules.

These settings come from the external calendar provider. The appointment form in Aloware does not have a separate duration or title field.

Save the connection. Because the calendar was connected from Account → Integrations → External Calendars, it is automatically Company Wide. The connection is available to agents and AloAi agents.

Admins can also allow agents to connect their own Calendly or Cal.com accounts from Talk.

Go to: Account → Integrations → External Calendars

Open Settings on the Calendly or Cal.com card, then use the provider status toggle to make the provider available in Talk.

When enabled, the provider appears in the Talk connection picker. When disabled, the provider is hidden from the picker, but existing connections are not removed.

Once a provider is enabled, an agent can connect their own account.

Admins can manage external calendar connections from: Account → Integrations → External Calendars

From the provider settings, admins can connect Company Wide calendars, select event types, test connections, and deactivate connections. Admins can also view and deactivate Private connections.

After connecting a calendar, select Test to check the connection. A notification will show you if the connection is successful or has an error.

Deactivating a connection prevents it from being used while preserving the connection information. The provider connection can be resumed without requiring reauthorization when the provider is enabled again.

Important: The same Calendly or Cal.com account cannot be connected twice within the same company. This applies to both Company Wide and Private connections.