Calendars & Booking

Purpose

Calendars let your team offer bookable appointments that sync with Google Calendar, appear on a shared schedule, and (optionally) get booked by AI agents or public links — without passing personal calendar invites by hand.

Setup path (recommended)

1. Go to Settings → Calendar and Connect Google Calendar.
2. Optionally share the Google connection with your organization (admins).
3. Open Calendars (or My calendars in settings) and create or edit a booking calendar.
4. Configure hosts, weekly availability, duration, buffers, and the Google calendar that receives events.
5. Publish the calendar (draft calendars do not accept public or AI bookings).
6. Copy the public booking link from the Sharing tab.
7. Optional: add Reminders workflows for confirmation and pre-appointment messages.
8. Optional: allow an AI agent to check availability and book for the current contact.

Booking calendar types

• Single booking (1-on-1) — one guest per slot (typical sales or consult call).
• Multi-booking (capacity) — more than one booking in a capacity window (for example per day or per hour).

Schedule view

Calendars shows a day/week/month view across your booking calendars and enabled Google calendars. From here you can create or edit appointments, link contacts to imported Google events, and manage attendees.

Google events sync into Wroups; appointments created in Wroups sync out to Google (including Google Meet when enabled on the calendar).

Public booking

• Live URL pattern: /{orgPublicToken}/book/{calendar-slug} (only active calendars).
• Guests enter name, phone, and email, pick a slot, and confirm.
• Guests can reschedule or cancel later with the manage link they receive.

Reminders

The calendar Reminders tab links to workflows triggered when an appointment is scheduled or rescheduled. Typical pattern: send confirmation → wait until a set offset before the appointment → send a reminder. Channels can be WhatsApp and/or email once those are connected. Reminders only run when the appointment is linked to a CRM contact.

AI appointment scheduling

AI agents can use allowlisted booking calendars to:

• Check availability
• List the contact’s appointments
• Book, reschedule, or cancel (write access required)

Configure this on the agent Tools step — not on the calendar page. See AI Agents.

Best practices

• Publish only calendars you are ready to share; keep drafts for experiments.
• Match availability windows to real host capacity, including buffers.
• Connect WhatsApp templates or email before turning on reminder workflows.
• Test one public booking end-to-end before sharing the link widely.

Related

• AI Agents — appointment tools
• Workflows — calendar reminder automations
• Email — optional channel for reminders