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How to manage appointements with Airo Agent

  • Updated

Integrating Calendly or Cal.com allows your AI agent to manage your calendar and appointments automatically. In this guide, you’ll learn how to connect these tools to create, find, or delete meetings directly through your bot.

Connect Calendly or Cal.com to Manage Appointments

 

1. Get Your API Key

To connect your calendar, you first need an API key from your scheduling tool.

  1. Create an account on Cal.com or Calendly.

  2. Connect your scheduling tool to your personal calendar, such as Google Calendar or Outlook.

  3. Locate and copy your API key from the platform.

 

2. Activate the Integration

Once you have your API key, you can enable the integration in your workspace.

  1. Go to the new integrations section.

  2. Paste your API key into the requested field.

  3. Click to connect and activate the integration.

  4. Choose which specific tools to activate, such as creating a meeting, checking availability, finding a specific booking, or deleting a meeting.

     

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3. Configure the AI Prompt

You must configure the prompt to ensure the AI schedules meetings correctly, and the exact same prompt works for both Calendly and Cal.com.

 

💡 Recommendation: We recommend using tools like ChatGPT, Gemini, or any other AI assistant to help you write and refine your prompt. This can save time and ensure your instructions are clear and effective.

 

  1. Go to the prompt configuration section.

  2. Add strict instructions telling the AI not to change the time zone.

  3. Add instructions telling the AI not to manually recalculate times.

⚠️ Important: If you use the default prompt without these instructions, the AI might schedule appointments with a one-hour time difference or at the wrong location.

🔒 Critical rules (recommended): 

  • Preserve the exact date, time, and timezone from the selected slot 

  • Do not manually recalculate or convert the selected slot time 

  • Do not change the timezone of the selected slot

 

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⬇️ You can download a file with an example prompt by clicking here.

 

4. Set Up Meeting Settings

Your meeting parameters are managed directly within your scheduling tool, not the AI platform.

  1. Go to your Calendly or Cal.com account.

  2. Configure your availability, including your days and working hours.

  3. Set the duration of your meeting slots, such as 15 minutes, 30 minutes, or 1 hour.

🎉 You now know how to connect Calendly and Cal.com and can let your AI agent seamlessly manage your schedule.