Question 1

What is a Calendar Group?

Accepted Answer

A Calendar Group manages shared availability between AI Agents (employees). The key feature:

Employees in the same group cannot have overlapping bookings.

This is useful when:

Multiple employees share the same physical resource (e.g., a treatment room, work station)
Only one appointment can happen at a time for a service
You want to prevent double-booking across team members

Question 2

When should I use a Calendar Group?

Accepted Answer

Use Calendar Groups when multiple employees share a resource like one treatment room or work station, when only one appointment can happen at a location at a time, or for team coordination to manage availability. Do not use Calendar Groups when each employee has an independent schedule or when appointments can happen simultaneously.

Question 3

How do I create a Calendar Group?

Accepted Answer

Go to Calendar Groups in Call Tools, click Create Group, enter a group name (e.g., Hair Station 1 or Treatment Room A), add an optional description, and click Create. After creating the group, assign employees to it from their individual settings.

Question 4

How do I add employees to a group?

Accepted Answer

Employees are assigned from the employee edit page. Go to Call Agents or Widget Agents, edit the AI Agent, find the Calendar Group setting, select the group from the dropdown, and save changes. The employee now shares availability with others in that group.

Question 5

How do I view employees in a group?

Accepted Answer

Go to Calendar Groups, find the group, click on the employee count (e.g., 3 employees). A modal shows all employees currently assigned to that group.

Question 6

How does shared availability work?

Accepted Answer

When employees are in the same Calendar Group, if Employee A has a booking at 2:00 PM, Employee B in the same group cannot be booked at 2:00 PM. The AI will offer a different time slot. This prevents double-booking of shared resources like treatment rooms, work stations, equipment, and meeting rooms.

Question 7

Can an employee be in multiple groups?

Accepted Answer

No, each employee can only be in one Calendar Group at a time. To move an employee to a different group, edit the employee, change their Calendar Group assignment, and save changes. Employees not assigned to any group have independent schedules.

Question 8

What happens when I delete a group?

Accepted Answer

When you delete a Calendar Group, all employees in that group become independent, they no longer share availability restrictions, existing appointments are not affected, and employees can be reassigned to other groups. You will be asked to confirm before deleting.

Question 9

How do I edit a Calendar Group?

Accepted Answer

Go to Calendar Groups, find the group, click the pencil icon, update the name or description, and click Save Changes. Editing a group does not affect employee assignments or existing bookings.

Question 10

How do I remove an employee from a group?

Accepted Answer

Go to Call Agents, edit the employee, clear the Calendar Group selection or select a different group, and save changes. The employee's calendar becomes independent and existing appointments remain.

Question 11

How do I delete a Calendar Group?

Accepted Answer

Go to Calendar Groups, find the group to delete, click the trash icon, and confirm the deletion. Employees in the group will become independent and no longer share availability.

Question 12

Do Calendar Groups work with Google Calendar?

Accepted Answer

Calendar Groups work alongside Google Calendar integration. Individual employee schedules sync with Google Calendar, and Calendar Groups add an additional availability check. Even if Google Calendar shows free time, group restrictions still apply. Both systems work together to prevent double-booking.

Question 13

What's the difference between Calendar Groups and individual calendars?

Accepted Answer

Individual calendars provide independent availability and can result in double-booking across employees. Calendar Groups provide shared availability with no overlaps allowed within the group, preventing double-booking. Individual calendars are best for separate schedules, Calendar Groups are best for shared resources.

Question 14

Can customers see which employee they're booked with?

Accepted Answer

Yes, appointments are assigned to specific employees. The booking is created on the assigned employee's calendar, confirmation details include the employee name, and the customer knows who their appointment is with. Calendar Groups only affect availability checking, not the appointment details shown to customers.

Question 15

How many groups can I create?

Accepted Answer

There is no strict limit on Calendar Groups. Create as many as you need: one group per physical location, one group per shared resource, or one group per service type. Organize groups in a way that makes sense for your scheduling needs.