My Calendar

Updated by Jenny Young

Overview

Chatbots can present a calendar to web visitors so that web visitors can book meetings from directly on your site. However, to do this, you first need to connect at least one calendar to your account. This page explains how to do that!

Accessing the My Calendar Section

To access the My Calendar section, you can follow these steps:

  1. Access your account
  2. At the bottom-left portion of your account, select the Settings cog
  3. By default, you will be taken to the My Settings section of the Settings section. In this section, select the "Calendar" section toward the middle of the page

Adding a Calendar 

To connect a calendar to your account, follow these simple steps: 

  1. Access the My Calendar tab
  2. Click on your calendar's provider (i.e., Google, Office 365, Exchange or Outlook.com)

Note: Only Google, Office 365, Exchange and Outlook calendars are compatible with this feature 

  1. Agree to the conditions and select to link the account 
  1. Enter your credentials to access your calendar

Editing Availability 

Once you have connected a calendar, you can automatically place times of the week when you are or are not available to have meetings booked on your calendar.  By default, the system sets your calendar as available to receive meetings 8 am – 5 pm MST.   

To update your availability, click on a half-hour interval when you are habitually unavailable to meet and then click “Save new rules”.

Green sections on this calendar are when you are available to take meetings. Grey sections are when you are unavailable.

Note: Be sure to click “Save new rules”, or the changes will not be saved. 

Note: Your linked calendar will not appear on this page while editing your availability and edits made to this calendar will not edit the linked calendar.  This option is only to set routine your availability to have meetings booked on your calendar.

Note: Web visitors cannot see events on your calendar. They will only see time slots that are available for them to book meetings on your calendar.

Meeting Settings 

The Meetings Settings option allows you to further personalize the meetings that are scheduled through chatbots.  Specifically, you can personalize what is sent in calendar invites to web visitors. 

To access your Meetings Settings, click on the “Edit” button at the top of the page of the My Calendar section: 

Signature

This section allows you to customize your signature to include information like your name and title.

Conferencing Provider

Auto-Generated Link: Connect your conferencing provider(Zoom, Microsoft Teams, or GoToMeetings) to your account. Doing this will create a unique conference link and place this link in the Location section of the meeting invitation for every meeting that is scheduled using the specified conferencing provider: 

Or you can use a personal meeting link. This is a good option if you have a static virtual link that you would like to include in your meeting invitation. You can place that in the Meeting URL section of Meeting Settings and that static link will appear in the Location section of meeting invitations: 

Buffer Time

To help prevent back-to-back meetings make sure to indicate a buffer time. This is the minimum amount of time between when one meeting ends and when the next meeting can start. See image below

To set click the drop-down menu and select the amount of time you want between meetings.

Lead Time

This feature allows you to set the amount of time between the current time and when the next possible meeting can occur. See image below

To set click the drop-down menu under Lead Time and select the amount of time you want between meetings.

Deleting a Calendar 

To remove a calendar linked to your account, you can follow these steps: 

  1. On the My Calendar tab, click “Edit accounts” 
  1. Click the “X” that appears next to the calendar name 

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