Your AI voice agents can check your Calendly availability and book meetings directly during phone calls. When a caller wants to schedule an appointment, the agent handles the entire process—checking open slots, offering times, and creating the booking in Calendly.
What You'll Need#
Before connecting Calendly to your AI agent, make sure you have:
- A Calendly account (Standard plan or higher for API access)
- At least one Event Type created in Calendly
- Your Calendly API key (Personal Access Token)
Paid plan required
Calendly's API booking feature requires a Standard plan or higher. Free accounts can check availability but can't create bookings through the API.
Getting Your API Key#
- Log into your Calendly account
- Go to Integrations → API & Webhooks
- Click Generate New Token under Personal Access Tokens
- Copy the token and store it securely—you won't see it again
The API key connects dialnote to your Calendly account. Keep it private and don't share it with others.
Creating a Calendly Tool#
You can add two types of Calendly tools to your AI agent:
| Tool Type | What It Does |
|---|---|
| Check Availability | Looks up open time slots for a specific date |
| Book Meeting | Creates a confirmed booking in your calendar |
Most agents use both tools together. The agent first checks what times are open, then books the caller's preferred slot.
Adding the Check Availability Tool#
- Go to Settings → AI Agents and select your agent
- Click Add Action in the Capabilities section
- Choose Check Availability
- Enter your Calendly API key
- Select the Event Type you want to use
- Set your default timezone
- Click Create Action
When configured, your agent can answer questions like "Do you have any openings tomorrow afternoon?" by checking your actual Calendly availability.
Adding the Book Meeting Tool#
- Follow the same steps above, but choose Book Meeting
- After entering your API key and selecting an Event Type, you'll see location options
- Pick which meeting locations callers can choose from:
- Zoom — Auto-generates a Zoom link
- Google Meet — Creates a Meet link
- Microsoft Teams — Generates a Teams link
- Phone (outbound) — You call the customer
- Phone (inbound) — Customer calls you
- In Person — Physical meeting location
Single location = automatic
If you select just one location type, the AI agent picks it automatically. Multiple locations means the agent will ask the caller which they prefer.
How Booking Works#
During a call, here's what happens when someone wants to book:
- Caller asks to schedule a meeting
- Agent uses Check Availability to find open slots
- Agent offers available times to the caller
- Caller picks a time
- Agent collects their name and email
- Agent uses Book Meeting to create the appointment
- Calendly sends confirmation emails to both parties
The whole process takes under a minute. Callers get instant confirmation without waiting for callbacks or manual scheduling.
Location Types Explained#
Calendly supports several meeting location types. Here's what each one means for your AI agent:
| Location | How It Works |
|---|---|
| Video conferencing | Zoom, Meet, or Teams link is auto-generated |
| Outbound call | Agent collects caller's phone number; you call them |
| Inbound call | Caller sees your phone number and calls you |
| Physical | Uses the address from your Event Type settings |
| Custom | Uses whatever custom location you set in Calendly |
Troubleshooting#
"Booking requires Calendly paid plan" You're on Calendly's free tier. Upgrade to Standard or higher to create bookings via API.
"Event type not found" The selected Event Type may have been deleted or deactivated in Calendly. Go back to the tool settings and select a different Event Type.
"This time slot is no longer available" Someone else booked that slot between when the agent checked and when the caller confirmed. The agent will automatically offer alternative times.
"Invalid Calendly API key" Your API key may have expired or been revoked. Generate a new one in Calendly's Integrations settings and update the tool.
Best Practices#
- Use descriptive Event Type names — Your agent tells callers what they're booking, so "30-Minute Consultation" is clearer than "Meeting"
- Set buffer times in Calendly — Add buffer time between meetings so you don't get back-to-back bookings
- Enable email reminders — Calendly can send reminder emails to reduce no-shows
- Test before going live — Use your agent's test mode to try booking a few appointments yourself