Before you start
Before you start, sign in to the dashboard and select the organization you want to work in.- Connect the calendar of every host in Tools: Google Calendar or Microsoft Outlook. Each host needs their own connected account. See Connect a toolkit.
- For confirmation emails from Google hosts, connect a Gmail account that sends for all of them.
- To use your own booking system instead, publish a CodeKit scheduling integration. See Build a custom scheduling integration.
Set up the Meeting Scheduler
1
Add a Component gambit and include Meeting Scheduler
In agent mode, turn on the Meeting Scheduler switch. In Workflow Mode, pick it from the Component list.
2
Select the gear icon on Meeting Scheduler
The setup dialog opens on the first step that still needs setup, such as Integration for a new scheduler. With nothing left to set up, it opens on Metadata, where you can adjust the tool name and description.
3
Pick a scheduling integration
On Integration, pick Google Calendar, Microsoft Outlook, or a published CodeKit integration.
4
Add hosts and pick an assignment strategy
Select Add calendar account for each host, then choose Round robin or Priority order.
5
Set availability
On the Availability step, set the timezone, meeting length, and working hours.
6
Set the booking card
Add a logo and brand name. With Google Calendar or Microsoft Outlook, add any Guest fields the agent must collect.
7
Choose the emails
On the Emails step, turn on Confirmation emails if you want more than the calendar invite.
8
Check the Review step
Each row on Review opens its step again for a change. Select Done to return to the gambit editor.
9
Save the gambit
Save after completing the configuration. With CodeKit in Workflow Mode, first map the guest details.
Map guest details for a CodeKit integration
In Workflow Mode, collect the end user’s actual name and email before the scheduler. For example, use a Form with Variableguest_details. Add required fields keyed name and email, using the text and email field types. Connect its Submitted outcome to the scheduler.
Under the scheduler’s Inputs, map prefillName to {{api.guest_details.form.answer.name}} and prefillEmail to {{api.guest_details.form.answer.email}}. Both inputs are required. Leaving them empty blocks saving. See Collect and reuse form answers.
In agent mode, the agent asks for the required guest details before opening the CodeKit scheduler. It passes those details as inputs. It must use the end user’s answers, not invented names or email addresses.
What the end user sees
The booking card shows the open times. The end user picks one, and the card confirms the booking. Every outcome is counted in the Components card in Analytics. See Read the Analytics cards. In a builder test conversation, availability and booking are simulated for every integration, including Google Calendar, Microsoft Outlook, and CodeKit. Google Calendar and Outlook still apply your working hours, timezone, meeting duration, and minimum notice. In Workflow Mode, the gambit leaves on Booked, No slots, Error, Skipped, or Free text. Only the web widget shows the booking card. On WhatsApp, the gambit follows Error.Troubleshooting
Route No slots to an alternative, such as collecting a preferred time. Route Error to a message that offers another way to reach your team. Save the gambit after changing its configuration.