External Calendars lets agents connect Calendly or Cal.com to Aloware and use available calendars to schedule appointments from Talk.
An agent can use a Company Wide calendar provided by an admin or connect their own Private calendar. Private calendars are available only to the agent who connects them.
Once a calendar is available, agents can book, reschedule, and cancel appointments from a contact. Aloware records appointment activity in the contact's communication history and synchronizes changes made in the external calendar.
Before connecting a private calendar
You need access to Talk.
If you want to connect your own calendar, you also need an existing Calendly or Cal.com account. The provider account is connected to Aloware through OAuth.
Your admin must enable the provider for agents before you can connect your own calendar from Talk.
Both Calendly and Cal.com require the contact's first name and email address when creating a booking.
Calendly plan limitations
Your Calendly plan determines which appointment actions are available:
Paid - Booking, rescheduling, and cancellation are supported.
Trial - Booking works while the trial is active. After the trial ends, booking creation and cancellation require a paid plan.
Free - Availability checks are supported, but booking creation and cancellation are not.
Understand available calendars
You may have access to two types of calendars in Talk:
Company Wide calendars are connected by an admin and made available to agents. You can use these calendars when scheduling appointments, but you do not manage the connection.
Private calendars are connected by you from Talk → Settings → External Calendars. A Private calendar is available only to you.
Each calendar uses an Event Type from Calendly or Cal.com. The event type determines the meeting format, duration, and availability rules used when scheduling an appointment.
There is no separate visibility setting for agents. A calendar's availability depends on how it was connected.
Connect a private calendar
Agents can connect their own Calendly or Cal.com account from Talk.
Open External Calendars
In Talk, go to: Settings → External Calendars
Connect a calendar and authorize the account
Select Connect, then choose Calendly or Cal.com. The providers shown depend on which providers the admin has enabled.
Complete the provider's OAuth authentication process.
Select an event type and save
Select the event type you want to use, then save the connection.
A calendar connected from Talk is automatically Private. There is no Visibility selector.
Private calendars are managed by the user who connected them. Admins can deactivate a Private connection but cannot edit or book with it.
Set a default calendar
Each user can set one available calendar as their default.
The default calendar is automatically selected when the user opens the appointment form. It can be either a Private calendar or a Company Wide calendar.
Changing the default calendar affects only that user.
If only one calendar is available, Aloware selects it automatically. If multiple calendars are available, the user can select a calendar from the appointment form.
Manage appointments
Once a calendar is connected, it can be used from a contact to create and manage appointments.
Book an appointment
Once a calendar is connected, you can create an appointment from a contact.
Open the appointment form
Open the contact you want to schedule an appointment with, then select Appointment from the contact screen.
Select a calendar and available time
If you have more than one available calendar, select the calendar you want to use.
If only one calendar is available, Aloware selects it automatically.
Then, select an available time slot. The event type determines the appointment duration and availability rules.
Check the contact details and confirm
Make sure the contact has a first name and email address. Both are required by Calendly and Cal.com when creating a booking.
Select Confirm to create the appointment. Aloware creates the appointment in the external calendar and creates a CalendarEvent record in the contact's communication history.
The new CalendarEvent appears in the contact's communication history.
The appointment is created in the external calendar.
Reschedule an appointment
You can reschedule an appointment either from Aloware or directly in Calendly or Cal.com. Aloware synchronizes the change with the external calendar and updates the appointment record.
Reschedule from Aloware
Open the existing appointment.
Select a new available time.
Save the change.
The appointment is updated in the external calendar and in Aloware.
Reschedule from the external calendar
If the appointment is rescheduled directly in Calendly or Cal.com, the change is sent back to Aloware.
Aloware updates the CalendarEvent record and adds an audit entry to the contact timeline.
Cancel an appointment
You can cancel an appointment from Aloware or directly from the external calendar.
Cancel from Aloware
Open the appointment, select the option to cancel it, and confirm the cancellation.
The appointment is marked Cancelled in Aloware, and the record remains visible in the contact timeline.
Cancel from the external calendar
When an appointment is cancelled in Calendly or Cal.com, the cancellation is synchronized back to Aloware.
The CalendarEvent record is updated and an audit entry is added to the timeline.
View appointment history
After Aloware creates an appointment, it adds a CalendarEvent to the contact's communication history.
Reschedules and cancellations appear as audit log entries in the same timeline. These entries include the appointment time and timezone, provider, event type, and who made the change.
Changes made in Calendly or Cal.com are synchronized back to Aloware through provider webhooks.