An AloAi Voice Agent can manage appointments during a live call when a calendar is connected to it. Depending on the calendar, the agent can check availability, book, reschedule, cancel, or list appointments, within the actions you allow.
You can connect a calendar in two ways: select one of the calendars connected to your Aloware account in the Manage Appointment function, or enter a Cal.com or Calendly credential in the Calendar Integration panel on the Configure tab.
This article explains how to connect each supported calendar and what the agent does with it on a call.
Supported calendars
A voice agent can use one of these calendars:
Calendar | How it connects | What the agent can do |
Calendars connected to your Aloware account | Selected in the Manage Appointment function. No API key is needed. | Book, reschedule, and cancel appointments. |
Cal.com and Calendly | Cal.com API key or Calendly personal access token entered on the agent. | The appointment actions you enable: create, update, cancel, or list. |
Calendars connected to your Aloware account
The Manage Appointment function uses a calendar that is already connected to your Aloware account. The agent books, reschedules, and cancels appointments through it. No API key or token is entered on the agent. To connect calendars to your account, see External Calendars: Admin guide to connecting Calendly and Cal.com to Aloware.
To set it up:
Open the agent and go to the Configure tab.
In the Functions panel, click Add.
Select the Scheduling category, select Manage Appointment, and click Add Function.
The window lists any saved Manage Appointment setups. To add a new one, click Create New.
Under External Calendar, select a calendar. Each calendar shows its owner, its event type, and its provider. To find a calendar quickly, type in the search field.
Click Save and Select.
Click Save.
The Manage Appointment window with the External Calendar field.
Cal.com and Calendly
Cal.com and Calendly connect on the agent, in the Calendar Integration panel. Each agent uses its own Cal.com API key or Calendly personal access token and books on one event type.
The Calendar Integration panel on the Configure tab.
To set it up:
Open the agent and go to the Configure tab.
Open the Calendar Integration panel.
Under Provider, select Cal.com or Calendly.
Enter the credential.
For Cal.com, enter the API Key, found in Cal.com under Settings > Developer > API Keys.
For Calendly, enter the Personal Access Token, found in Calendly under Integrations > API & Webhooks. Calendly shows the token only once.
Under Event Type, select the event type the agent books. Event types load automatically once you enter a valid key or token.
Under Timezone, choose a time zone if needed.
Click Save.
The Cal.com fields in the Calendar Integration panel.
The Calendly fields in the Calendar Integration panel.
For Cal.com, Timezone is optional. If it is not set, bookings use the Cal.com event’s time zone. For Calendly, Timezone is recommended because bookings require it. If it is not set, it defaults to UTC.
Booking with Calendly requires the Calendly Standard plan or above. Checking availability works on all Calendly plans.
When the agent books or reschedules a Calendly appointment, the event is created at the time the caller agreed to on the call. The invitation shows that time in the timezone set in the Calendly user profile.
To cancel or reschedule a Calendly appointment, the agent finds the appointment and confirms it with the caller first. If it can’t find the appointment, it asks the caller for more details. A reschedule cancels the original appointment and books a new one. The caller receives the standard Calendly email confirmation.
Booking with contact details already on file
When a contact asks to book, the agent checks what the calendar requires before asking for personal details.
If the contact’s first name and email are already on their Aloware contact record, the agent books without asking for them again.
If a required detail is missing, the agent asks only for that detail.
The agent still confirms out loud what it is about to book. Details the contact gives during the call are saved to their contact record and appear in Aloware Talk after the call.