Calendly Integration

The Calendly integration lets your AI voice agents schedule meetings using your Calendly account. During a call, your agent can check your availability and create booking links for callers to confirm their appointments.

Prerequisites

• A Calendly account (free or paid)
• An active BuildVoiceAI account on any plan

Connecting Calendly

Calendly uses a personal API token for authentication.

1. Log in to your Calendly account
2. Navigate to Account Settings → Integrations & Apps (or go to https://calendly.com/integrations )
3. Find API & Webhooks and click Generate New Token
4. Copy the token
5. In BuildVoiceAI, navigate to Integrations in the sidebar
6. Find the Calendly card and click Connect
7. Paste your API token and click Save

Configuration

Select Event Type

After connecting, choose which Calendly event type to use for bookings:

1. On the Calendly integration page, find Default Event Type
2. Select an event type from the dropdown (e.g., “30 Minute Meeting”, “Discovery Call”)
3. Click Save

The selected event type determines the meeting duration, location, and any other settings you have configured in Calendly.

Features

Schedule Events via Workflows

Use the Schedule Calendly Event workflow action to book meetings through your voice agent. The workflow can:

• Query available time slots from your Calendly schedule
• Create a booking at the caller’s preferred time
• Send the booking confirmation link to the caller via SMS (if configured)

Check Availability

Your voice agent can check Calendly for open time slots during a call. This works with your agent’s prompt to offer specific times to the caller:

1. Caller requests a meeting
2. Agent checks Calendly availability for the next few days
3. Agent reads out available slots
4. Caller chooses a time
5. Agent creates the booking

Booking Confirmation

When a booking is created, Calendly handles confirmation emails and reminders according to your event type settings. The caller receives the standard Calendly confirmation.

Troubleshooting

”Invalid Token” Error

If you see token errors:

1. Log in to Calendly and verify your token is still active
2. If the token was revoked, generate a new one
3. In BuildVoiceAI, go to Integrations → Calendly and update the token

No Event Types Showing

If the event type dropdown is empty:

• Verify you have at least one active event type in Calendly
• Check that the API token belongs to the correct Calendly account
• Try disconnecting and reconnecting with a fresh token

Bookings Not Being Created

• Check the workflow execution log for error details
• Verify the selected event type is still active in Calendly
• Confirm that the requested time slot is actually available (not already booked)
• Ensure the Calendly account has not hit any plan limits for event creation