---
title: "Calendars"
description: "Setting Up Calendar Booking"
url: https://support.agentsuite.ai/en/articles/28-calendars
collection: "Learning the Software -Beginner"
updated: 2026-11-02
language: en
---

# Calendars

Setting Up Calendar Booking

## **Introduction**

This guide shows you how to set up calendar booking for your AI. You'll learn how to configure booking logic, add required tools, sync calendars, and create a calendar matrix for multi-calendar setups like salons or team-based scheduling.

## **1\. Booking Protocol Setup**

Add this section into your assistant's prompt under a **Booking Protocol** header:

-   Always use this protocol to guide the appointment booking flow.
    
-   **Step 1:** Ensure you have the user's name and phone number.
    
-   **Step 2:** Confirm phone number by repeating it back, digit by digit.
    
-   **Step 3:** Call the `Update User Details` tool to store contact info.
    
-   **Step 4:** Provide a variety of appointment times from different days.
    
-   **Step 5:** Confirm the user's selected time, date, and time zone.
    
-   **Step 6:** Once confirmed, book the appointment.
    

## **2\. Add Calendar Management Tools**

Go to **Tools & Abilities** → **Manage Tools** and enable the following:

-   **Get Availability:** Pulls available time slots from the connected calendar.
    
-   **Book Appointment:** Books an appointment with the user.
    
-   **Get Calendar Events:** Retrieves current appointments for rescheduling.
    
-   **Update Appointment Details:** Allows the bot to cancel or reschedule existing bookings.
    

## **3\. Multi-Calendar Setup (Calendar Matrix)**

For setups with multiple team members or locations (e.g., multiple stylists at a salon), use a **Calendar Matrix** inside the assistant prompt.

### **Sample Calendar Matrix:**

-   **calendar\_1\_id:** Use this when the user wants to book with Bob.
    
-   **calendar\_2\_id:** Use this when the user wants to book with Frank.
    
-   **calendar\_3\_id:** Use this when the user wants to book with Jeff.
    
-   **calendar\_4\_id:** (Optional) Add duplicate entries or alternate roles.
    

Make sure each calendar ID is copied from your synced calendars in Agent Suite and correctly matches the assistant’s booking instructions.

## **4\. Sync Calendars with Agent Suite**

-   Go to the **Calendars** section your assistant side menu.
    
-   Click **Sync Calendars** to pull in all calendars from Agent Suite.
    
-   If using only one calendar, add it directly. If using more, manage them via the calendar matrix.
    
-   You can include the default calendar in the matrix too—it helps consistency.
    

## **5\. Test the Booking Flow**

-   Once the tools and prompt setup are done, use **Get Availability** to confirm open times are returned.
    
-   Test booking a fake appointment to check OAuth permissions and tool access.
    
-   If booking is successful, a green check will appear—confirming your integration is working.
    
-   Delete the fake appointment to avoid triggering real automations.
    

## **Tips**

-   Always confirm phone numbers digit-by-digit for better reliability.
    
-   Use calendar matrix formatting to ensure correct booking when multiple calendars are used.
    
-   If a user wants to reschedule, use `Get Calendar Events` + `Update Appointment Details`.