Calendar & Scheduling
By Conversa Labs
By Conversa Labs
Connect Google Calendar, event types, availability, public booking page, reschedule/cancel, Meet and .ics.
Calendar & Scheduling overview
Overview The ConversaLabs Calendar is the native scheduling and calendar module. In one place you create calendars, log events and appointments, connect one or more Google Calendar accounts with two-way sync, and publish a public booking page (Calendly-style) where customers book time themselves while respecting your real availability. The Calendar is wired into the rest of the platform: a booking can open a conversation, create a task with a reminder, link to a CRM deal, generate a Google Meet link, and send a confirmation email with an .ics file. All of it shows up inside the contact's conversation and can be driven by Maestro (AI) and by automations. Prerequisites - An active ConversaLabs account with the Calendar module enabled. It is optional and ships off by default — an administrator must turn it on for the account. - Adequate access (typically an administrator role to set up calendars, integrations and the public page). - For Google sync, a Google account with access to Google Calendar. - For paid bookings (optional), the Payments module enabled on the account. Step by step 1. Ask an administrator to enable the Calendar module for the account. 2. Open the Calendar from the left sidebar. 3. Create a native calendar (name, color and time zone) or connect Google Calendar. 4. Set your availability (the time ranges in which you accept appointments). 5. Create one or more event types for the public page (duration, buffers and rules). 6. Share the public booking link with your customers. 7. Track appointments in the Calendar and inside each conversation. Settings & options - Calendars: native or Google, with time zone, color and assignment to agents, teams or inboxes. - Google connections: several Google accounts per ConversaLabs account, each exposing multiple calendars to mirror. - Event types: public-page templates with duration, buffers, minimum notice, maximum advance and intake questions. - Availability: recurring weekly ranges plus date-specific exceptions. - Booking side-effects: open a conversation, create a task, link to a CRM deal, and send a confirmation with Meet and .ics — each can be turned on or off. Use cases - Take customer bookings without back-and-forth messages, with always-current availability. - Keep Google Calendar and ConversaLabs in sync without entering the same event twice. - Turn a confirmed appointment into a conversation, a task and a CRM deal automatically. - Send meetings with a Google Meet link and a ready-made .ics invite. Tips, limits & best practices - Start with one calendar and one event type; expand once the team is comfortable. - Keep the time zone correct on every calendar to avoid mismatched times. - In the current version, external sync is with Google Calendar (other providers are planned for a later phase). The generated .ics file works in any calendar app. - The public page is unauthenticated: it shows only free slots, never the details of other bookings. Troubleshooting - I don't see the Calendar in the sidebar: the module may not be enabled for the account or for your role — talk to an administrator. - Times look wrong: check the time zone on the calendar and on the event type. - An event didn't appear in Google (or vice versa): confirm the Google connection is active; sync runs in near real time, with a periodic safety check. See also - Connect Google Calendar (OAuth) and sync - Event types, availability and buffers - Public booking page - Reschedule, cancel, Google Meet and the .ics file
Connect Google Calendar (OAuth) and sync
Overview The ConversaLabs Calendar syncs two ways with Google Calendar: events created on the platform appear in Google, and events created in Google appear on the platform — without duplicating and without looping. The connection is made once through Google authorization (OAuth) and stays permanent — it refreshes itself until you disconnect manually. You can connect several Google accounts to the same ConversaLabs account, and each Google account can expose multiple calendars to mirror. Authorization is shared (you don't need to create your own Google app). Prerequisites - The Calendar module enabled on the account (optional, off by default — ask an administrator). - A role allowed to set up integrations (typically administrator). - A Google account with access to Google Calendar. - When authorizing, grant the requested calendar permissions — sync won't work without them. Step by step 1. Open the Calendar and go to the Google connections / integrations area. 2. Click to connect Google Calendar. You'll be taken to Google's authorization screen. 3. Choose the Google account and authorize access to your calendar. 4. Back on the platform, select which calendars from that account you want to mirror. 5. (Optional) Repeat to connect other Google accounts. 6. Wait for the first sync: existing events start to appear in the Calendar. Settings & options - Multiple connections: each connected Google account appears separately, with its calendars. - Calendar selection: turn on only the calendars you want to mirror. - Assignment: link each calendar (native or Google) to agents, teams or inboxes as needed. - Google Meet, attendees, reminders and recurrence: when created on the platform, they're pushed to Google; when created in Google, they come back to the platform. - Disconnect: the connection stays active and self-refreshing until you disconnect manually, which revokes access at Google and removes the connection. Use cases - Centralize a personal/team Google calendar inside your support operation. - Let public-page bookings respect busy times from Google. - Connect the calendar of more than one person or department to the same ConversaLabs account. Tips, limits & best practices - Sync is near real time (updates arrive quickly), with a periodic safety check so nothing is missed. - Events created by the platform are tagged internally to avoid back-and-forth loops. - In the current version, the supported external provider is Google Calendar. Other providers are planned for a later phase. - Your Google credentials are stored securely on the server and are never shown in the dashboard. Troubleshooting - Authorization failed: run the flow again and confirm you granted the calendar permissions. - Connected, but no events show: confirm you selected at least one calendar to mirror and wait for the first sync. - An event vanished or duplicated: check that the connection is still active; the periodic check reconciles differences automatically. As a last resort, reconnect the account. - Updates stopped arriving: the connection may have been revoked at Google — reconnect it. See also - Calendar & Scheduling overview - Event types, availability and buffers - Public booking page - Reschedule, cancel, Google Meet and the .ics file
Event types, availability and buffers
Overview An event type is the template that appears on your public booking page — for example "30-min meeting" or "1-hour demo". Each event type defines the duration, the rules for when it can be booked, and what happens when someone books. Availability defines the time ranges in which you accept appointments, and buffers guarantee breathing room between one booking and the next. The times offered to a customer are always the intersection of three things: your availability, your already-busy times (native and Google), and the configured buffers. That way the public page never offers a slot that conflicts with something already booked. Prerequisites - The Calendar module enabled and at least one calendar created or connected. - A role allowed to configure event types and availability. - (Optional, for distributing across several agents) the agents who will receive the bookings. Step by step 1. In the Calendar, open the event types area and create a new one. 2. Set the name, duration and location (in person, a link, or automatic Google Meet). 3. Adjust the time rules: minimum notice, maximum advance, and the buffers before and after. 4. Set your availability: the weekly time ranges in which you accept appointments. 5. Add exceptions for specific dates (holidays, days off or extra hours). 6. (Optional) Add intake questions the customer answers when booking. 7. (Optional) Set the assigned agents and how bookings are distributed among them. 8. Save and use the generated link on the public booking page. Settings & options - Duration: how long each appointment of this type lasts. - Buffers: an automatic gap before and after each booking. - Minimum notice: how much lead time is required before the slot. - Maximum advance: how many days into the future a slot can be booked. - Location / Google Meet: in person, a manual link, or automatic Meet link generation. - Distribution across agents: round-robin or collective when there's more than one host. - Intake questions: custom fields answered at booking time. - Per-type side-effects: turn on or off, per event type, the creation of a conversation, a task, a CRM-deal link, and the sending of the confirmation. Use cases - Offer "30-min meeting" and "1-hour demo" with different rules. - Block last-minute bookings with a minimum notice (for example, 2 hours). - Guarantee 10 minutes of breathing room between meetings using buffers. - Open extra hours on a specific date without touching weekly availability. Tips, limits & best practices - Use minimum notice so you aren't caught off guard by instant bookings. - Use buffers for travel, notes or a break between sessions. - Keep availability lean and use exceptions for one-off cases. - Always check the time zone — it directly affects the slots offered to the customer. - For agent distribution, make sure each host has their own availability and calendar so round-robin works well. Troubleshooting - No free slots appear: check availability, the notice rules, and whether many times are already busy — buffers also reduce the options. - Slots I didn't want appear: review the availability ranges and the date exceptions. - The Meet link wasn't generated: confirm the event type has automatic Google Meet and that there's an active Google connection. - Times are off: check the time zone on the calendar and on the event type. See also - Calendar & Scheduling overview - Connect Google Calendar (OAuth) and sync - Public booking page - Reschedule, cancel, Google Meet and the .ics file
Public booking page
Overview The public booking page is the link you send so customers can book time themselves, with no back-and-forth. It shows only the free slots of the chosen event type — computed from your availability, your busy times (native and Google), and the buffers. The customer picks a slot, answers the intake questions, and confirms. On confirmation, ConversaLabs can automatically open a conversation, create a task with a reminder, link to a CRM deal, and send a confirmation email with a Google Meet link and an .ics file — each side-effect can be turned on or off per event type. Prerequisites - The Calendar module enabled, with at least one event type and availability configured. - For the automatic Meet link, an active Google connection. - For paid bookings (optional), the Payments module enabled — in that case the slot is held and is only confirmed after payment. Step by step 1. In the Calendar, open the event type you want to publish and copy the public link. 2. Share the link with the customer (message, email, website, social bio, etc.). 3. The customer opens the page and picks a date and time from the free options. 4. They fill in their contact details and answer the intake questions, if any. 5. (If the event type requires payment) the customer completes the payment to confirm. 6. The customer confirms and receives the email confirmation with the details and the invite. 7. You see the new booking in the Calendar and inside the contact's conversation. Settings & options - Link per event type: each event type has its own link, with its own rules. - Intake questions: custom fields the customer answers when booking. - Location / Google Meet: in person, a manual link, or an automatically generated Meet link. - Booking side-effects: conversation, task, CRM deal and confirmation email — per event type. - Distribution across agents: round-robin or collective when there's more than one host. - Payment (optional): require payment to confirm, or just hold the slot until payment (depends on the Payments module). Use cases - Put the booking link in your Instagram bio or email signature. - Drop the link mid-conversation on WhatsApp so the customer can book a demo. - Take paid bookings (consultations, mentoring) confirmed only after payment. - Automatically distribute bookings across the agents of a team. Tips, limits & best practices - The page is unauthenticated and safe: it shows only free slots, never the details of other bookings. - Keep intake questions short to reduce drop-off. - Check the time zone — the page shows times in the correct zone for the customer. - Every confirmed booking becomes a complete record: use the side-effects (conversation, task, deal) so you don't lose the follow-up. Troubleshooting - The page shows no slots: confirm availability, notice rules and buffers on the event type — there may be no free windows in the period. - The customer didn't get the confirmation: check the email entered and whether the confirmation email is on for that event type. - The booking didn't create a conversation/task/deal: check that those side-effects are enabled on the event type. - Payment didn't confirm the slot: confirm the Payments module is active and the payment was completed — the slot is held until confirmation. See also - Calendar & Scheduling overview - Event types, availability and buffers - Connect Google Calendar (OAuth) and sync - Reschedule, cancel, Google Meet and the .ics file
Reschedule, cancel, Google Meet and the .ics file
Overview Once a booking is confirmed, it isn't locked: the customer can reschedule or cancel using the links in their confirmation, and you can manage the appointment from the Calendar. When the event type uses Google Meet, the video-call link is created automatically and included in the invite. The confirmation email also includes an .ics file, which adds the appointment to any calendar app. Reschedules and cancellations are reflected on the platform and in Google Calendar (when connected), keeping everything in sync. Prerequisites - A booking that's already confirmed (via the public page or created by an agent). - For the automatic Meet link, an active Google connection and the event type set up with Google Meet. - The confirmation email enabled on the event type (so the customer receives the links and the .ics). Step by step Reschedule (customer): 1. In the confirmation email, the customer opens the reschedule link. 2. They pick a new free slot within the event type's rules. 3. They confirm — the appointment is moved and a new confirmation is sent. Cancel (customer): 1. In the confirmation email, the customer opens the cancel link. 2. They confirm the cancellation — the slot is freed and the parties are notified. Manage (agent): 1. Open the appointment in the Calendar (or from the contact panel in the conversation). 2. Edit the time, reschedule or cancel as needed. Settings & options - Management links: each confirmation includes secure links to reschedule and cancel. - Automatic Google Meet: enable it on the event type to generate the video-call link on every booking. - .ics file: attached to the confirmation; opening it adds the appointment to the customer's calendar. - Sync: time changes and cancellations are reflected in Google Calendar when a connection is active. - Linked side-effects: conversation, task and CRM deal follow the booking's lifecycle. Use cases - Let customers rebook themselves, without opening a ticket or exchanging messages. - Send meetings with the Meet link ready, without creating the room manually. - Make sure the appointment lands in the customer's calendar (Outlook, Apple, Google) via .ics. - Automatically free the slot when a customer cancels, making it available to others. Tips, limits & best practices - The .ics file is a universal format and works in nearly any calendar app. - Encourage customers to use the reschedule/cancel links instead of simply not showing up. - Rescheduling respects the same event-type rules (availability, buffers, notice). - If the event type doesn't have automatic Google Meet, set a location or a manual link so invites aren't sent without a meeting address. Troubleshooting - I didn't get the Meet link: confirm the event type uses automatic Google Meet and that there's an active Google connection. - The .ics didn't open the appointment: try opening the attachment in the device's calendar app; some email clients require saving the file first. - I rescheduled, but Google didn't update: check the Google connection is still active; the periodic check reconciles differences. - The cancel/reschedule link doesn't work: the booking may already be canceled or changed — check its status in the Calendar. See also - Calendar & Scheduling overview - Public booking page - Event types, availability and buffers - Connect Google Calendar (OAuth) and sync