One Calendar Per Person

A business is rarely one calendar. A salon has a calendar per stylist, a clinic per practitioner, a brokerage per agent, a garage per bay. TelBuddy books against all of them.

Adding calendars. In the AI Manager, Appointments tab, click Connect a Google account. After you approve, TelBuddy lists every calendar that account can write to. Tick the ones the AI may book on and give each the name a customer would use: Maria, Jose, Front desk. You can connect more than one Google account, and add more calendars from an account you connected earlier without approving again. The first calendar you ever add becomes the default; you can change that on any card.

What the AI does with several calendars. On a call or by text, the AI is told who it can book with. When the customer names a person, it checks and books that person's calendar only. When the customer has no preference, it checks everyone, offers the first free times with the name attached, books the first person who is free, and tells the customer who they are booked with. It never invents availability: every answer comes from a live free-or-busy check on the real calendars.

Taking a day off. Block the day in your own Google Calendar. The AI reads real free and busy time, so a blocked day, a lunch hour or a holiday is simply never offered. There is nothing to configure in TelBuddy for time off.

Which AI receptionists may book where. Each calendar card has a tick box per AI receptionist. Leave them all unticked and every receptionist may book on that calendar. Tick specific receptionists and only those may. Typical use: the front-desk AI is left open to every calendar, while the AI on the "color department" line is ticked on two stylists only. The receptionist's own settings page shows a read-only "Books on" line so you can see the result where the bot is configured.

Renaming, default, removing. Save a new name on the card at any time; it takes effect on the next conversation. Make default changes which calendar older bookings and single-calendar features refer to. Remove stops booking on a calendar without touching a single Google event; past appointments keep their rows in Appointment Logs and simply lose the calendar label. Disconnecting a Google account does the same for every calendar from it and revokes TelBuddy's access on Google's side.

Appointment Logs and visibility. With more than one calendar the logs show a Calendar column and a filter. An admin can limit each team member to the calendars they should see, in System Manager under Record Access; that person then sees only those bookings and can only approve text bookings on those calendars. See Section Access and Record Access.

Time zone. Dates and times are read and written in the time zone set for the phone number the conversation came in on, not the server's. Set it per number in System Manager.

Features at a glance

• Connect one Google account or several; add any number of calendars and name each one
• Named person: that calendar only. No preference: check everyone, book the first free, say who
• Days off are blocks in your own Google Calendar, nothing to set in TelBuddy
• Per-calendar tick boxes decide which AI receptionists may book there (none ticked = all)
• Removing a calendar or disconnecting an account never deletes Google events
• Logs show and filter by calendar; per-person calendar access through Record Access
• Works identically on calls and by text