Configure calendar booking actions

Connect Cal.com or Calendly, create a booking action, link it to a voice agent, and test times, time zones, and meeting links before launch.

A calendar booking action lets a voice agent check your availability and book an appointment while it's talking to a caller. It uses an event type from Cal.com or Calendly. This guide is for whoever sets up the agent and the calendar.

Before you begin

One calendar provider per agent. An agent can use several event types, but they must all come from the same provider, either Cal.com or Calendly.
An active event type in Cal.com or Calendly with the right host, length, location, availability, buffers, and notice period. Spacebrain uses these settings; it doesn't change them.
A monitored email address for booking confirmations.
Your time zone in the full format, such as America/Vancouver, not a short form like PST.
A free test slot you can book and then cancel.
Role: connecting a calendar may need a workspace admin. Creating, editing, or linking actions also needs admin access; others can only view them.

Where to find it

Connect the calendar: Integrations → Cal.com or Calendly.
Create and link actions: Chat & Voice → Agents, open the agent, then select Actions in the sidebar. Booking actions are under Calendar booking.

Step 1: Connect Cal.com or Calendly

Open Integrations and select Cal.com or Calendly.
Select Connect. If you see Admin access required, ask a workspace admin to do this step.
Enter a display name that makes clear which calendar account this is.
Sign in or paste the API key, depending on what the screen asks for.
Check the integration shows Connected.
In Cal.com or Calendly, confirm your event type is active and bookable.

Calendly free plan warning

If Spacebrain shows Calendly Free Plan Detected, fix the plan requirement before relying on the action. The drawer may still let you select Continue, but bookings might not work.

Step 2: Create the booking action

Open the agent's Actions page. Under Calendar booking, select Create booking action.
Choose Cal.com or Calendly. You should see Your … account is successfully connected. If it says Please connect your … account to continue., go back to Step 1.
Pick an event under Select Event Type. Spacebrain shows its Event Name, Duration, and Description.
Select Continue.
Enter the Email for booking confirmations. Turn on Send Confirmation SMS if you also want a text confirmation.
Optionally choose GMeet or Zoom under Meeting Link.
Set the Timezone and the first-offer settings (see below).
Select Save.

You'll see Booking action created and added to this agent. If you see that it was saved but couldn't be added, select Add existing to link it. Don't create it again.

First-offer settings

These shape the times the agent suggests first. They don't change your real availability.

Setting	Range	Starts at
Days for offering dates	1–14	3
Appointment slots per day	1–10	3
Hours between slots	1–8	3

The Timezone is used to look up availability for incoming calls. For outgoing calls, the caller's time zone can be passed in with the {cal_timezone} variable.

Initial booking date isn't saved

The drawer shows Initial booking date, but it isn't kept after you save. Set date limits in Cal.com or Calendly instead.

Step 3: Tell the agent when to book

Adding the action gives the agent the ability to book. Your instructions tell it how. In the agent's Prompt, cover:

When to offer a booking.
What details to collect, such as name, email, and reason for the visit.
That it must repeat the date, time, and time zone and get a clear "yes" before booking.
What to say if no times are free or the booking fails.

Example: "When a caller wants an appointment, ask for their name and email. Offer the first available times. Before booking, repeat the day, date, time, and time zone and ask them to confirm. If booking fails, apologize and say the clinic will call them back."

Meeting links

Choosing GMeet or Zoom records your preference. It doesn't sign in to Google or Zoom for you.

Make sure the event type's host can create that kind of meeting.
Make a test booking.
Open the event in your calendar and check a join link exists and works for a guest.

Reuse, edit, and remove actions

One booking action can be shared by several agents.

Add existing shows Shared booking actions in your workspace. Select Add to link one to this agent.
Edit changes the action for every agent that uses it.
Unlink removes it from this agent only. It stays in your workspace.
Delete asks you to confirm with Delete for everyone. This removes it from your workspace and every agent that uses it.

Deleting an action doesn't cancel bookings already made. Manage those in Cal.com or Calendly.

Switch providers

If an agent uses one provider, the other provider's shared actions show Different provider. To switch, unlink all of the agent's booking actions first, then create and test new ones for the other provider.

Test before launch

Note a free slot: host, event type, length, and time zone.
Make a test call to the agent.
Ask for a date, then change your mind about the date or time zone.
Check the agent only offers times that are actually free.
Pick a slot and listen for the agent to repeat the details.
Check the booking in Cal.com or Calendly: host, attendee, length, time zone, and status.
Check the invitation, meeting link, confirmation email, and text if enabled.
Try again with no free times, an unclear time zone, a date too far out, and asking twice.
Cancel the test booking in your calendar.

If the agent says it booked but there's no event, treat it as a failed booking. Check the calendar before trying again so you don't create a duplicate.

If something goes wrong

What you see	What to do
Please connect your … account to continue.	Connect the provider under Integrations, then reopen the action.
No event types found.	Create an active event type in your calendar, then reopen the drawer.
Other provider's actions show Different provider	Unlink all booking actions from this agent before switching.
Wrong times offered	Check the action's time zone, `{cal_timezone}`, your calendar's time zone, buffers, and notice period. Watch for daylight saving changes.
No meeting link	Check the event type's location setting and the host's Google or Zoom connection.
Agent says booked, but nothing appears	Treat it as failed. Check the calendar before retrying.
Agent actions are not available for this account.	Ask your account administrator.