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Google Calendar Integration

The Google Calendar integration allows your AI voice agents to book appointments and check availability during calls. When a caller wants to schedule a meeting, your agent can find open time slots and create calendar events automatically.

Prerequisites

  • A Google account with Google Calendar access
  • An active BuildVoiceAI account on any plan

Connecting Google Calendar

  1. Navigate to Integrations in the sidebar
  2. Find the Google Calendar card and click Connect
  3. You will be redirected to Google’s sign-in and authorization page
  4. Select the Google account whose calendar you want to use
  5. Review the permissions and click Allow
  6. You will be redirected back to BuildVoiceAI with the connection confirmed

Permissions Requested

BuildVoiceAI requests permission to:

  • View your calendars and calendar events
  • Create and modify events on your calendars

These permissions allow the platform to check for available time slots and create new events when your voice agent books an appointment.

Configuration

Select Default Calendar

After connecting, choose which calendar BuildVoiceAI should use for bookings:

  1. On the Google Calendar integration page, find Default Calendar
  2. Select a calendar from the dropdown (this lists all calendars on your connected Google account)
  3. Click Save
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Consider creating a dedicated calendar in Google (e.g., “AI Bookings”) for appointments made by your voice agents. This keeps AI-booked appointments separate from your personal events and makes them easy to filter.

Features

Book Appointments from Workflows

Use the Book Appointment workflow action to create a calendar event after a call. The action can be configured with:

  • Date and time — Set from information collected during the call
  • Duration — Default meeting length (e.g., 30 minutes)
  • Title — Event title, which can include the caller’s name or purpose
  • Description — Additional details from the call summary

Check Availability

Before booking, workflows can check the calendar for available slots. This is used in combination with your voice agent’s conversation flow:

  1. The caller asks to book a meeting
  2. The agent queries available slots through the workflow
  3. The agent presents options to the caller
  4. The caller picks a time
  5. The agent confirms and books the appointment

Event Details

Events created by BuildVoiceAI include:

  • Caller’s name and phone number (if available)
  • Agent name that handled the call
  • Call summary in the event description
  • A link back to the call details in BuildVoiceAI

Disconnecting and Reconnecting

To disconnect Google Calendar:

  1. Go to Integrations → Google Calendar
  2. Click Disconnect

To reconnect, click Connect and go through the OAuth flow again. Your previous calendar selection will need to be reconfigured.

Disconnecting removes the stored OAuth tokens from BuildVoiceAI. It does not delete any events that were previously created on your Google Calendar.

Troubleshooting

Calendar Not Showing in Dropdown

If your calendars do not appear after connecting:

  1. Disconnect and reconnect the integration
  2. Make sure you authorized the correct Google account
  3. Verify the calendar is not hidden in your Google Calendar settings

Events Not Being Created

If the workflow action runs but no event appears on your calendar:

  • Check the workflow execution log for errors
  • Verify the default calendar is selected in the integration settings
  • Confirm the date and time values in the workflow action are valid
  • Ensure the Google Calendar API has not been disabled in your Google Cloud console

”Insufficient Permissions” Error

This typically means the OAuth token needs to be refreshed:

  1. Go to Integrations → Google Calendar
  2. Click Disconnect
  3. Click Connect to re-authorize with fresh permissions
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