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. Calendars are set up per agent 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 |
Cal.com and Calendly | Connected once at the account level in Aloware. | The appointment actions you enable: create, update, cancel, or list. |
Google Calendar | Google sign-in on the agent. | Check availability and book. |
Microsoft Outlook and Microsoft 365 | Microsoft sign-in on the agent. | Check availability, book, reschedule, and cancel. |
Boulevard | Boulevard account connected on the agent. | Check availability, book, reschedule, and cancel, within the rules you set. |
[VERIFY: The external-calendars and outlook-calendar settings are off by default, and the per-agent Calendar Integration panel is hidden for some accounts. Confirm which providers a standard customer sees before publishing the Google, Outlook, and Boulevard sections.]
The agent books through the Manage appointment function. For how the agent handles dates such as “tomorrow” or “next Tuesday,” see [link: Functions and MCPs].
Cal.com and Calendly
Voice agents book on the Cal.com and Calendly calendars your Aloware account already connects to. The provider is connected once at the account level, so you do not enter an API key or token on the agent. Voice agents and AloAi text agents use the same calendar selection.
The calendar list on the agent shows:
Company-wide calendars connected for your account.
Private calendars connected by the user assigned to the agent. Other users’ private calendars do not appear.
To set up booking:
Connect your calendar provider at the account level in Aloware.
Open the voice agent and open its Manage Appointment settings.
Select a connected calendar. If only one calendar is available, it is selected automatically. You can change it if more calendars become available later.
Select the event type the agent books on that calendar.
Choose which actions the agent can perform: creating, updating, cancelling, or listing appointments. Only the actions you turn on are available to the agent.
Click Save.
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.
When you enter or change a Cal.com or Calendly API key, the key is checked automatically and the event types load without a manual refresh. If the key is not valid, an error appears below the field.
For supported plans and connection steps, see [link: Cal.com and Calendly calendar integrations].
[VERIFY: Confirm the Manage Appointment label in the voice agent editor, and where the API key field appears now that providers connect at the account level.]
Google Calendar
Google Calendar connects through a Google sign-in. You approve access on Google’s screen, so no password or API token is entered in Aloware.
Open the agent’s calendar settings and select Google Calendar as the provider.
Click Connect Google Calendar, then approve access on the Google consent screen.
Choose the calendar the agent should use. Optionally, set a timezone for bookings.
Click Save. The settings show the connected account. You can disconnect at any time.
When a caller asks to schedule, the agent reads open times from the selected calendar and offers them. After the caller picks a time, the agent creates an event on the calendar, adds the caller as an attendee, and provides a confirmation link.
The connection refreshes itself, so you do not need to reconnect on a schedule. If access is removed from the Google account, the agent tells the caller it cannot book.
If you switch the agent from Google Calendar to another provider, the agent uses the new provider from its next call.
[VERIFY: KB-592 is On Hold, and BLO-32 covers availability and booking only. Confirm with Product before publishing.]
Microsoft Outlook and Microsoft 365
Connect a Microsoft Outlook or Microsoft 365 calendar so the agent schedules against your real calendar during a call.
Open the agent’s calendar settings and select Microsoft Outlook / Microsoft 365 as the provider.
Complete the one-time Microsoft sign-in. The connection status shows the connected account.
Select the calendar the agent books against.
Set the scheduling options as needed: Slot Duration, Max Slots per check, and Timezone.
Click Save.
You can disconnect the calendar from the same section at any time.
Once the calendar is connected, the agent can:
Check availability and offer open times from the calendar.
Book an appointment with the caller’s details, read back a confirmation, and send the standard Outlook invite to the attendee.
Reschedule or cancel an existing appointment during the same call.
If the requested time is taken, the agent checks availability again and offers another time. If the caller’s details are missing, the agent asks for them before trying again. If the calendar cannot be reached, the agent offers a follow-up or a transfer to a person.
Appointments the agent books or changes are also written to the Aloware calendar, and the call log records whether a booking, reschedule, or cancellation happened. Caller details are used only to make the booking. They are not kept after the call unless the caller is already a contact.
[VERIFY: Confirm the supported Microsoft account types (work, school, personal), whether some organizations need Microsoft admin approval, and what Max Slots per check and Timezone control.]
Boulevard
If your business runs on Boulevard, the agent can check availability, book, cancel, and reschedule Boulevard appointments during a call.
Open the agent and select Boulevard as the calendar provider.
Connect your Boulevard account and confirm the connection shows as working.
Select what the agent can work with. The lists come from your Boulevard account:
The services the agent can book.
The staff the agent can book with.
The locations the agent works with.
Set the agent’s rules for booking, cancellation, rescheduling, and creating first-time clients.
Click Save. Changes apply from the agent’s next call.
Appointments the agent books are recorded in Boulevard and follow the confirmation flow your business already uses there.
If something goes wrong during a call, such as a time slot being taken before the caller confirms, a request for a service the agent is not allowed to book, or expired Boulevard credentials, the agent follows the rules you set. The issue also appears in the agent’s settings.
Keep in mind:
Boulevard is the source of truth for your services, staff, locations, prices, and durations. To change them, update Boulevard, then reopen the lists in the agent’s settings.
A change made while a call is in progress applies to the next call.
If the connection reports a problem, reconnect your Boulevard account before you review the agent’s rules.
Recognizing returning Boulevard clients
When a returning Boulevard client calls, the agent matches the caller ID to the client’s record and greets them by name.
During the call, the agent can use the client’s three most recent Boulevard appointments, including the service, the staff member, and the date. For example, if the client asks for the same service as last time, the agent can confirm which appointment they mean.
The agent’s view of the client is limited:
Only Boulevard service history is available to the agent.
Client notes and formulas are never read or spoken, even if the caller asks about them.
The agent sees the three most recent appointments, not the full history.
A caller whose number does not match a Boulevard client record follows your first-time client flow. This includes a returning client who calls from a number that is not on their Boulevard record.
Recognition depends on your Boulevard client records being available as Aloware contacts. Place a test call from a known client’s number to confirm the agent greets them by name.
[VERIFY: The Boulevard tickets have no QA notes. Connection steps (app install, Business ID, app secret), one location per agent, deposits, and unsupported booking types appear only in the PRD. Confirm how Boulevard clients become Aloware contacts.]
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.
[VERIFY: This behavior is confirmed for Manage Appointment with Cal.com and Calendly. Confirm whether it also applies to Google Calendar, Outlook, and Boulevard.]