Calendar and appointments

The Calendar keeps your team's appointments in one place and lets your AI agent and your customers book slots without back-and-forth.

1. Organise calendars

• Every user has a personal calendar.
• Admins and supervisors can create internal calendars for units, rooms, sectors or salespeople. Open the calendar settings and go to internal calendars.
• Switch between day, week and month views, and tick on the side which calendars to show. Each one has its own colour.

2. Create an appointment

1. Create a new event.
2. Choose the calendar, then fill in the title, description, date and time (or all day).
3. Link the contact (search by name or phone) and add guests by email.
4. Choose an online meeting if needed: through your connected provider or Jitsi Meet.
5. Later, mark attendance as attended, no-show or rescheduled to feed your reports.

3. Connect external calendars

In the calendar settings you can connect Google Calendar, Outlook or iCloud (see your plan's integrations: Growth includes Google Calendar, Business includes all). For Google: open Integrations, connect Google Calendar, choose the account, accept the permissions and select the main calendar. Create a test event in Zapstro and check it appears in Google. Cal.com and Calendly bookings can also come in through integrations.

4. Let the AI book appointments

1. In the calendar settings, allow the AI agent to check availability and create events.
2. Set your availability and which calendar new bookings should go to.
3. In the agent's instructions, name the calendar and the rule: "When the customer wants a consultation, check Dr Silva's calendar, offer up to 3 times in the next few days and book 30 minutes when they choose."
4. Test it from your own phone: ask for a slot, reschedule it, cancel it.

The AI understands natural dates such as "tomorrow", "next Tuesday" or "the 9th".

5. Share a public booking link

In the calendar settings, turn on the public link and set the URL, title, description, duration, gaps between slots, minimum notice, days and hours. Choose the calendar that receives bookings and the calendars that should block busy times. Send the link on WhatsApp, by email or in your bio.

6. Send reminders

1. Open the calendar settings and go to the Reminders tab.
2. Choose the calendar.
3. Create reminders, for example 24 hours and 1 hour before.
4. Choose the WhatsApp connection and the message or template.
5. Follow each reminder's status: pending, sent, failed or cancelled.

7. Measure

Open the calendar reports (chart icon) to see events created, busy hours, cancellations, reschedules and how far ahead people book. Export to CSV when needed.