Calendars
What a calendar is in FlowCaptain, how to add one, and what the overview next to the tabs tells you.
Calendars › Add calendar · Calendars › Name
A calendar stands for something that can be booked: a person, a workstation, a lift. It is connected to a Google Calendar. That is where your assistant checks what is free and where it enters the appointments. Create one calendar for each bookable person or resource.
Your calendars are listed in the sidebar under Calendars. Which assistant books a calendar is set on the assistant, under Appointments & calendars.
Add calendar
Click Add calendar in the sidebar. A wizard takes you through four steps:
- Basics: Calendar Name, Default Appointment Duration and Calendar Type. Use the name of the Google Calendar, so you can find it again easily. The calendar name is for you only; the assistant never reads it out to callers.
- Location: Country and State or Canton. They decide the public holidays and the timezone.
- Availability: when this calendar offers appointments. If you have already entered opening hours under Business, this step starts with those hours.
- Google Calendar: you share your Google Calendar with FlowCaptain and enter the Google Calendar ID. How to do that in Google is described in Connect Google Calendar.
Add calendar creates the calendar.
For the Calendar Type you choose between In-House Appointment (the customer comes at a fixed time and stays, for a consultation or a treatment, say) and Drop-Off Service (the customer drops something off and picks it up later, a repair, say). Once created, the type shows as In-house appointment or Drop-off service and can no longer be changed.
On the call: The calendar type decides how the assistant books: for an in-house appointment it offers times, for a drop-off service a drop-off day.
Sharing does not work in the Google Calendar app. Set the calendar up on a computer and open calendar.google.com in the browser.
Overview
When you open a calendar, an overview sits next to the tabs:
- Google Calendar: whether the connection works. Connected means all is well. Read-only means the assistant sees free times but cannot enter anything; the permission to make changes is missing in Google. Not connected means the share is missing or was withdrawn. Can’t check means the connection could not be checked just now.
- Appointment type and Assistant: in-house appointment or drop-off service, and which assistant books this calendar (None while no assistant is assigned).
- Availability, Closures, Default Duration and Buffer Time: a summary of the Schedule & Availability tab.
- Timezone, Email and SMS to Caller: the timezone from the country, and whether notifications are on.
- assigned services: how many services this calendar offers.
The tabs
A calendar's settings are spread over five tabs. FlowCaptain saves changes automatically. They apply to new conversations.
- Schedule & Availability: when appointments are offered, closures and appointment settings
- Services: which services from your catalog this calendar offers
- Notifications: email to you, SMS to callers and appointment approval
- API: only needed if you connect your own voice-bot platform
- Settings: name, country and region, Google Calendar connection and deletion
See also
- Connect Google Calendar
- Services
- Appointments & calendars on the assistant