Scheduling Appointments with Google Calendar

echowin's new Scheduling Tool allows businesses to seamlessly schedule appointments in Google Calendar through phone conversations with their customers or clients. This documentation provides an overview of the tool's features and guides users through its configuration and usage.

Features

Google Calendar Integration

The Scheduling Tool seamlessly integrates with Google Calendar, allowing you to create and manage events within your connected Google accounts. It utilizes the Google Calendar API to securely authenticate users and access their calendar data.

Customizable Availability Slots

Define your availability slots to specify when events can be scheduled. These slots are typically configured in your calendar settings under the "Team/Calendar" section.

Managing Availability Slots

1. Navigate to the Calendar page in the echowin portal (under Team section).
2. Locate the "Availability Slots" section on the page.
3. To add a new availability slot, click on the "Add" button in the top-right corner of the "Availability Slots" section. This will take you to a new page where you can configure the details of the availability slot, such as the name, start time, end time, and recurring days.
4. To view or edit an existing availability slot, click on the slot in the list. This will take you to a page where you can view and modify the slot details.
5. To delete an availability slot, locate the slot in the list and click on the "Delete" button next to it.

Timezone Configuration

When setting up availability slots, you can now specify a timezone for each slot. This feature allows you to schedule events based on the selected timezone, providing greater flexibility for businesses operating across different regions.

Event Configuration

The tool provides a comprehensive configuration form to customize various aspects of the scheduled events, including:

• Calendar: Select the specific Google Calendar where the events will be created.
• Availability Slot: Choose the desired availability slot for the scheduled event.
• Event Title: Specify the title or subject of the event.
• Description: Enter a detailed description for the event, such as the agenda or meeting details.
• Duration: Set the duration of the event in minutes.
• Minimum Lead Time: Define the minimum amount of time required before an event can be scheduled (e.g., 24 hours).
• Maximum Lead Time: Set the maximum amount of time in advance an event can be scheduled (e.g., 14 days).
• Add Invitees: Optionally, add email addresses of additional attendees who should be invited to the scheduled event.

Scheduling Confirmation

Before creating the event, the tool confirms the suggested time slot with the user. Upon receiving confirmation, it creates a new event in the specified Google Calendar with the configured details.

Event Details Notification

Users can choose to receive a text message with the event details, including the date, time, duration, and a link to the Google Meet video conferencing room (if applicable).

How It Works

To start using the Scheduling Tool, follow these steps:

1. Connect your Google Account by following the prompts in the tool's configuration form.
2. Configure the desired settings, such as the calendar, availability slots, event details, and lead times.
3. During a phone conversation, the tool will prompt you to confirm the suggested time slot for the event.
4. Upon confirmation, the event will be created in your connected Google Calendar.

Logging out of a Google Calendar Account

1. Navigate to the Calendar page in the echowin portal (under Team section).
2. On the Calendar page, you will see a section titled "Connected Accounts" that displays a list of your connected Google Calendar accounts.
3. Locate the account you want to log out from in the list.
4. Next to the account email address, you will see a "Logout" button.
5. Click on the "Logout" button.
6. A confirmation dialog will appear, asking if you are sure you want to log out from the account.
7. Click "OK" or "Yes" to confirm and log out from the selected Google Calendar account.

By leveraging the echowin Scheduling Tool, you can streamline your appointment and meeting management process, enhancing efficiency and customer satisfaction through seamless phone-based scheduling.

For any questions or support regarding the Scheduling Tool, please contact our support team at [email protected].