Google Calendar

1 Introduction

New age Digital Assistants facilitate end to end use case requirements. Many of them are around scheduling tasks, taking appointments, booking slots for technical support visits, and so on. Creating an event is one requirement and getting reminded about that even another all these are facilitated by bots built on MyBOT.

MyBOT’s integration hub allows integration with external applications to provide added functionality to portal users to build their bots. Integration of google calendar has facilitated all scheduling related use cases by providing a connection between the calendar of requestor and requestee and thus creating events/scheduling appointments and reminders. 

Typical use cases where calendar can be used are Scheduling an appointment, Booking a slot for an activity and scheduling team meetings. 

1.1 Access 

Google Calendar Integration is available with the Business Plan and higher. You can add your calendar account by clicking on the Integrations tab on your left panel and selecting Google Calendar. 

Authorize using your Google email address to add that account to Calendar.

2 Connect your Google account 

Steps to authorize calendar node to access your Google calendar

Step 1: Integrations>Google Calendar>Add Account

Step 2: Enter the Google Account ID to add and authorize

3 Using the Calendar

Steps to add Google Calendar Node to the Bot

Step 1: Build>path>Required Path

Step 2: Click + to add a new node and add Google Calendar Node

3.1 Scenario I: Get Slots

One of the key scenarios in which you would expect to use Google Calendar is to be able to get available slots for the period that a user is looking to get an appointment. These options are then to be presented to the user to select a time slot of preference. 

To be able to manage this effectively, MyBOT allows the Bot admin to manage the Calendar details (on which appointment has to be taken); Slot details (period during which slots are to be looked for); Restart options (in case, you want to give your users an option to restart with the slot preferences instead of picking one of the available ones).

Follow the sections below to learn how to configure the node to be able to present these slots to the end-user. 

3.1.1 Calendar Details

Set Opening and closing time of the organization during which slots can be booked

Working hours Start The time at which the organization is ready to take slot requests.

                                      No slots are generated before this time

                                      In hh: mm 24 Hr format  Example 09:00

Working hours End: The time at which the organization stops taking slot requests.

                                      No slots are generated after this time

                                      In hh: mm 24 Hr format  Example 18:00

3.1.2 Configure Slots

Use this section to configure what are the date and/or time preferences during which available slots have to be looked within. See below for more details on each option available: 

No of options: Total number of time slots available in a day

Date Preference: Bot admin takes the preferred date as an input from the user which is used to show relevant slots on that date. “ If slots are not available for the date it shows – *No Slots Available for this date*. Bot admin can add a Custom label here e.g “Show More” and trigger a desired path from here.

Timezone: Bot Admin selects the time zone of the organization to keep working hours and slot

timings in sync.

Time Slot Preference: This is preferred time slot availability entered by the bot user as an input. Slots are displayed within this time window. A user should enter the preferred time in a 24hours format. For example: If the preferred time is between 10 am to 4 pm the user should enter 

10:00-16:00

If slots are not available for the given time it shows – *No Slots Available for this date*

Once a user has selected a Slot

Start Time Attribute: The starting time of the slot selected is saved in this attribute

End Time Attribute: The ending time of the slot selected  is saved in this attribute

Slot Duration (in min): Duration of time assigned to each slot

3.1.3 Restart

This option is available if you want to give your bot users an option to restart if their preferred tie slot is not available in the queue. 

Show More options: Bot admin can have a button in case the user does not get the desired options

Show More Options Label: Bot admin can customize the name of the button created in above step

Node to trigger for more Options: Bot admin can direct the user to a different node from here

Illustration 1: Getting and selecting slots from a google calendar in the bot flow 

Select a date and provide the preferred time slot

3.2 Scenario II: Create Event

This action is used to get the appointment created in the conversation flow.

Calendar: Select the Calendar from the drop-down to which you want to add an event

(In case you created slots and then created event please select the same calendar as the one used for creating the slots)

Send Notifications: This sends out an email notification to all the attendees, about the event

Attendee Email: You can add multiple email addresses separated by a comma (,).    <email1>,<email2>,<email3> and so on.

          Example: [email protected],[email protected]

Title: You can give a title to the event which will be communicated in the mail

Description: You can add a description about the event in this column

Location: Mention the location of the event here  

Start Time and End time

  1. If you are creating the slots, then you add the attribute having the start time and the end time respectively
  2. If you are directly creating the event then you have to input both the timings manually or collect it from the bot flow.

Illustration 2:  When a slot is selected, an event is created for the same in the calendar and also a notification mail is triggered. 

Event created in the calendar 

For the time slot selected in the bot flow, an event is created in bot builder and bot users account. 

Notification Email 

A notification mail is triggered by the creation of an event. To all the stakeholders.

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