Our Google Calendar integration allows your Voice Assist agent to view the calendar connected to our Google account. Based on your availability, the agent can then provide meeting times to the caller and book a meeting in real-time and have Google send an email confirmation to the caller.
Before you begin
- You can integrate with any Google Calendar for which you have read/write permissions.
- You can enable either the Google Calendar or the Calendly integration, but not both at the same time.
- If your account contains multiple companies, multiple companies can authorize the same Google Calendar account.
- You must have at least one available calendar and one event created on it before Voice Assist can use it for real-time scheduling.
- If you want to set the Google Calendar integration to be HIPAA compliant, you must be on a paid Google Workspace. More information can be found in Google’s help center.
Integrating with Google Calendar
- Select the Integrations icon on the left navigation bar.
- Select Google Calendar from the list of integrations.
- Choose the company where you’d like to set up this integration.
- Select Authorize. You will then be redirected to log in to your Google account.
- Log in to the Google account you want to connect to CallRail.
- Once logged in, the integration will be in a pending state.
Selecting a calendar and making an event
Once the integration setup is pending, you will see a drop-down list on the integration’s page. This list will display all the available calendars you can use for scheduling with Voice Assist. You can select which calendar you want to use from this menu. You can only select one calendar at a time for Voice Assist to use. If you want to change the calendar, you can do so at any time.
Then you will need to create an event that the Voice Assist agent can use to add meetings to your calendar. Use the text boxes and drop-down menus to create this event. It must contain a name, duration, and location.
You can create up to ten events on this page by selecting the + add a new event button.
Once you have created your event and selected your calendar, the integration will change from pending to complete.
Bookable Hours
To customize the hours you want Voice Assist to use for booking, you can select one of two options:
- You can have the integration view your Business Profile and use the profile's company hours. This is the default setting for the Google Calendar integration.
- You can use the drop-down menu to select custom hours and days of the week. This will let Voice Assist override the Business Profile hours (for the Google Calendar integration only) when scheduling an event.
How the Google Calendar integration works
During a call in which the Voice Assist agent answers, CallRail will listen for language about booking a meeting. Once detected, the Voice Assist agent will use the connected Google Calendar to determine potential meeting times. The agent will then present those times to the caller. When the caller decides on a time, CallRail will book that time slot on the connected Google calendar. CallRail will send you a notification that a VA call resulted in an appointment (using our existing email notifications). The caller will receive an email from Google with the event details (this feature must be enabled in your Google Calendar.