Multi-Calendar Booking

Multi-calendar booking allows your AI assistant to schedule appointments for different services or team members—all through a single conversation. This is especially valuable for property managers, service businesses, and any team juggling multiple appointment types or staff calendars.

What Is Multi-Calendar Booking?

Multi-calendar booking lets your assistant:

• Offer clients options to book with various team members or for different appointment types (like a property showing and an applications clerk in the same call or chat)
  

• Reference and update each calendar individually, handling rescheduling and cancellations across multiple services
  

🔄 Tip: Your AI can book, reschedule, or cancel across calendars—making complex scheduling easy for your clients and your team.

How to Set Up Multi-Calendar Booking

1. Prepare Your Assistant & Prompts

• Create or update your assistant in the builder.
  

• In your prompt, clearly list all booking options you want the AI to offer (e.g., “Would you like to book a property showing or a session with the applications clerk?”).
  

• Click on Add Snippet (top right hand-side of the main prompt editor) and click on calendar matrix.

2. Create & Gather Calendar IDs

• Navigate to your calendar section and create all needed calendars (e.g., “Property Showing Calendar” and “Applications Clerk Calendar”).
  

• After creation, copy the unique ID for each calendar—these IDs are crucial for mapping requests to the right calendar.

💡Tip: These IDs can also be found in the AI Builder Calendar Selector

3. Connect Calendars to the Assistant

• In your assistant builder, go to the calendar section and add each calendar by its ID.
  

• Resync and confirm each calendar is correctly connected.
  

• If the system only shows one calendar selected at a time, know that the AI can still reference multiple calendars by their IDs within its prompt.
  

4. Add User Detail Collection (Recommended)

• Ensure your prompt or flow includes updating the client’s name, email, and phone as they are shared during booking.
  

• This ensures each appointment has accurate contact information and improves reliability.
  

5. Add Calendar Management Tools

• At minimum you will need the Check Availability and Book Appointment Tools.

• To also handle rebooking and rescheduling seamlessly add all Calendar Management Tools.

Testing Multi-Calendar Booking

• Initiate a test conversation and try booking with different calendars.
  

• Have the assistant handle multiple appointments and a cancellation or reschedule to ensure everything works as expected.
  

💡 Pro Tip: If you ever need to adjust calendar options or add new services, simply update the prompt and connect the new calendar ID.