Set up the Calendar Booking tool

Summary

Calendar Booking lets your KonversAI assistant offer a meeting time from an external calendar and email an invitation for it, without using the KonversAI Calendar feature. You add it on the Assistant tools screen in the KonversAI console. Select Settings in the left sidebar, then select AI tools. The assistant reads a public iCal feed to find free slots inside hours you set, then emails a calendar invite to your team and the customer once they agree on a time. KonversAI never writes into the external calendar — it only reads busy times from it and sends its own invite email.

Who can do this

A team member with the View tools permission opens the Assistant tools screen in the KonversAI console. A team member with the Modify tools permission adds, edits and validates the tool. A Tenant Admin holds both permissions, always. Without View tools, the item AI tools does not appear under Settings in the left sidebar. Ask a Tenant Admin to grant Modify tools on the User permissions screen.

Before you start

Sign in to the KonversAI console and select your tenant. Select Settings in the left sidebar, then select AI tools. The screen heading is Assistant tools. See Give the assistant a tool for the fields every tool shares, such as Display name and Slug.

Get a public iCal feed address for the calendar you want to check for busy time. The address must start with https:// and must be reachable from the public internet. KonversAI also accepts a webcal:// address and changes it to https://. Treat this address like a password if the feed is a private link, such as a Google Calendar secret address.

Add and enable an Email Verification tool in the same tenant first. Calendar Booking always requires a verified email before it confirms a meeting, and refuses with No verified email found for this conversation. when the conversation has none. See Give the assistant a tool to add the Email Verification tool type.

Decide the mailbox that should receive every meeting invite on your side. This is one address for the whole tool, not a per-conversation choice.

Decide your booking hours, one meeting duration, and the timezone those hours are in. Calendar Booking offers one fixed duration per tool instance. Add a second Calendar Booking tool, with a different Slug, to offer a second duration or a second calendar.

Steps

1. Select Settings in the left sidebar of the KonversAI console, then select AI tools. Select + Add tool.
2. Select Calendar Booking in Tool type. You cannot change the type later.
3. Type a label in Display name. KonversAI fills Slug while you type.
4. Type your instruction in Usage guidance for the AI assistant, for example Offer a meeting time when the customer wants to talk to a person.
5. Keep the Enabled checkbox selected.
6. Fill in the Configuration card:
   • Calendar URL — the iCal feed address, https:// or webcal://.
   • Invite email — the mailbox on your side that receives every meeting invite.
   • Timezone — for example Europe/Oslo. Booking hours below are read in this timezone.
   • Booking start hour and Booking end hour — the earliest and latest hour the assistant may offer, in the timezone above.
   • Meeting duration (minutes) — the length of every slot the assistant offers.
7. Select Add tool. KonversAI saves the tool and opens it again with the heading Edit tool.
8. Select Validate and save. KonversAI fetches the calendar feed once and shows the result in a banner.

FAQ

What does the assistant actually do with this tool?

It calls two functions behind the scenes. The first reads your Calendar URL and reports free slots over the next three days, inside your Booking start hour to Booking end hour window, in slots of Meeting duration (minutes). The second, called once the customer agrees on a time, emails a calendar invite with a .ics attachment to Invite email and to the customer’s verified email. Neither function changes anything in the external calendar.

Why does the assistant say it could not confirm a meeting?

Most often because the conversation has no verified email yet. Calendar Booking always requires one before it confirms a meeting, regardless of any other tool’s settings, and answers No verified email found for this conversation. Add and enable an Email Verification tool in the same tenant, and make sure the assistant verifies the customer’s email before it tries to confirm.

How far ahead does the assistant look for free time?

Three days from today by default. When the customer asks for a specific date or a date not earlier than a given day, the assistant passes that date and KonversAI looks three days ahead from there instead. Ask the customer to narrow the date when you need a slot further out than that.

Does this tool write the booking into my Google Calendar?

No. Calendar URL is read-only, the same as the external-calendar feed used by the KonversAI Calendar feature. KonversAI never adds, changes or deletes an event in the calendar behind that address. To get the meeting into your own calendar, open the .ics attachment KonversAI emails to Invite email.

Can I offer two different meeting lengths?

Not from one tool. Each Calendar Booking tool offers exactly one duration, set in Meeting duration (minutes). Add a second tool of the same type, with a different Slug and its own duration, and give each one its own Usage guidance for the AI assistant so the assistant knows when to use which.

Validate and save failed. What do I check?

The banner names the problem. A message that names your timezone means Timezone is not a real timezone name, such as Europe/Oslo. A network or fetch error means Calendar URL is unreachable, private, or not a valid https:// or webcal:// address. Fix the field in the Configuration card and select Validate and save again.

What is the difference between this and Calendar Booking (built-in)?

Calendar Booking, on this page, is the simpler, external option: give it a Calendar URL and it emails an invite for a free slot it finds there. Calendar Booking (built-in) uses the KonversAI Calendar feature instead, with its own console screens for opening hours, approval and cancellation, and needs the Calendar feature turned on for your tenant. See Give the assistant a tool for the full comparison, and Set up a booking calendar for the built-in option.