Google Calendar Setup Guide

This guide covers the Google Calendar side of your setup — creating dedicated work calendars for each professional, connecting them to the AI, and routing your phone calls. For setting up your staff, services, and settings, see the Portal Setup Guide.

ℹ️ How it works: Agentic Front Desk uses a dedicated Google Cloud Service Account — a "robot employee" email — that you invite to each professional's calendar. The AI checks availability and books appointments directly into those calendars. Your data never leaves your Google account. You can revoke access at any time with one click.
💡 Which Google account should I use? Create and manage these calendars from a Google Workspace account (e.g. info@yourbusiness.com) or a dedicated Gmail created for the business — not your personal Gmail. The AI service account needs access to whichever account owns the calendars, so a business account keeps things clean and easy to manage.

📋 Steps in This Guide

Step Who Does It What It Enables
1. Create dedicated Work Calendars Each Professional Isolates AI bookings from personal events
2. Share calendars with the AI Each Professional Grants the service account read/write access
3. Get Calendar IDs Business Manager Links each professional to their calendar in the Portal
4. Set up call routing + escalation number Business Manager Sends calls to your AI number
5. Activation (automatic) — Account goes live once all checks pass

📅 Part 1: Create Dedicated Work Calendars

⚠️ Do not share your primary Google Calendar with the AI. Your primary calendar contains personal events. Each professional needs a separate, dedicated work calendar so the AI only ever sees business bookings.

Each professional completes these steps once in their own Google account:

1Create a new calendar
  1. Open Google Calendar while signed into their account.
  2. In the left sidebar, click "+ Other calendars" → "Create new calendar".
  3. Name it clearly — e.g. Dr. Bradley – PhysioExperts.
  4. Click "Create Calendar".

Shared Capacity Pools

If multiple staff share one scheduling pool (e.g. 3 massage therapists, any can take any client), create a single shared calendar instead — name it [Department] Pool – [Location]. Enter the same Calendar ID for each therapist row in the Professionals tab. The AI manages booking math automatically so you are never double-booked.

🔗 Part 2: Share Your Calendars with the AI

Each professional shares their work calendar with the AI service account. Repeat these steps for every professional.

Share a work calendar
  1. In Google Calendar, hover over the work calendar in the left sidebar.
  2. Click the three dots (⋮) → "Settings and sharing".
  3. Scroll to "Share with specific people or groups" → click "+ Add people and groups".
  4. Paste the service account email below and set permission to "Make changes to events".
  5. Click "Send".
frontdesk-assistant@agentic-front-desk.iam.gserviceaccount.com

Repeat for every professional's work calendar.

🔑 Part 3: Get Each Professional's Calendar ID

The Calendar ID links each row in your Professionals tab to the correct Google Calendar. You need to find and copy it for each work calendar you created.

1Find the Calendar ID
  1. In Google Calendar, hover over the work calendar → click ⋮ → "Settings and sharing".
  2. Scroll down to "Integrate calendar".
  3. Copy the Calendar ID — it looks like dr.Bradley@gmail.com or a long string ending in @group.calendar.google.com.
  4. Paste this value into the "Google Calendar ID" field for that professional on the Portal's Business Setup → Professionals tab.
  5. Click Check access under the field. A green tick means we can see the calendar and book into it. If it says the calendar isn't shared or is read-only, fix the sharing from Part 2 and check again.

Repeat for every professional. You can re-check any saved one later with Check calendar on its row.

👁️ Optional: Unified Calendar View for Managers

To see all professionals' schedules overlaid in one view:

  1. Each professional goes to their work calendar → Settings and sharing → adds the manager's email with "See all event details" permission.
  2. The manager opens Google Calendar — each professional's calendar appears in the left sidebar, colour-coded by person.
  3. Toggle individual professionals on or off by clicking their name.

No new software. No extra logins.

Next: Call Routing → ← Getting Started