Why it matters
The book on calendar tool enables agents to schedule meetings directly during a conversation or call. This removes manual follow-up, reduces scheduling errors, and ensures bookings are created in real time. To work correctly, the tool must be created and explicitly enabled and referenced in the agent’s instructions.
Key Concepts
Book on Calendar Tool: A tool that creates a booking on a Cal.com calendar.
Event Type ID: A unique identifier for the Cal.com event type being booked.
Time Zone: The time zone used when creating the booking.
Step-by-Step: Set Up a Book on Calendar Tool
Open Agents from the left-hand navigation.
Click Tools.
Select Create tool.
Choose Book on calendar (Cal.com) as the tool type.
Enter a Tool name.
Optionally add a description.
Click Save to open the tool configuration page.
Configure the Tool
Review or update the Label.
Add or edit the Description if needed.
Confirm the Cal.com API key is populated. (Pre-filled if already configured for the organization.)
Enter the Event type ID from your Cal.com event URL.
Set the Time zone using the format
Region/City. (For example, America/Los_Angeles.)Click Save to finish creating the tool.
Step-by-Step: Get an Agent to Use the Tool
There are two required parts: adding the tool to the agent and instructing the agent how and when to use it.
Create and configure the book on calendar tool in the Tools section.
Open Agents and select the agent you want to update.
Click Edit agent.
Scroll to the Agent instructions section.
Add the book on calendar tool in the Select tools field so the agent has access to it.
In the instructions text, explicitly name the book on calendar tool.
Describe when the agent should create a booking.
Define any rules or constraints, such as confirming availability before booking.
Save the agent configuration.
Without both steps, the agent will not create calendar bookings.
Tips and Best Practices
Use the check calendar availability tool before booking to confirm open time slots.
Clearly define when the agent is allowed to book on behalf of a contact.
Set the correct time zone to avoid scheduling errors.
Avoid automatic bookings without explicit user confirmation.
Troubleshooting
Issue | Possible Cause | Fix |
Booking fails | Invalid event type ID | Verify the ID from the Cal.com URL |
Tool cannot create bookings | Missing or invalid API key | Reconnect the Cal.com integration |
Booking time is incorrect | Time zone mismatch | Update the time zone setting |
Agent does not book meeting | Tool not added or not referenced | Add the tool and name it in instructions |