# Setting up a calendar

Calendars let your AI agents check real availability and book appointments for your customers — and give your team one place to see every booking.

Open **Flow Agents → AI Knowledge Hub** and choose the **Calendar** tile. The Calendar page has two tabs: **Schedule** (your weekly bookings view, shown first) and **Tools** (where calendars are created and configured).

## Watch the walkthrough

{% embed url="https://youtu.be/kFvdJDwK4jw" %}

## Add a calendar

In the **Tools** tab, click **Add calendar** and fill in:

* **Name** — e.g. *Clinic appointments*.
* **Description** — describe when the AI should book with this calendar (e.g. *Book dental appointments and consultations*). Your AI agent reads this to decide which calendar to use during a conversation, so make it specific.
* **Members** — optional. With no members, bookings land on the calendar itself. With members, bookings are distributed across them, and time blocked on the calendar applies to everyone.
* **Assignment** — shown when a calendar has two or more members. **Round robin** (the default) spreads bookings evenly across everyone who's free; tick **Assign by priority order** to keep offering everyone's times while each booking goes to the highest member in your list who's free at that time. **Priority fill** books the first member in your priority order until they have no free times within the **Check window (days)** you set — only then are the next member's times offered. Reorder members with the arrows to decide who fills first; when a time frees up on an earlier member's schedule, new bookings return to them automatically.
* **Timezone** and **Business hours** — set the hours for each day, add multiple time ranges, or mark days closed. You can copy one day's hours to other days.

## Member hours

By default every member takes bookings during the calendar's business hours. When someone works different hours, for example only mornings, click **Set custom availability** next to their name and set their own days and times. Times are offered when at least one member is free within the calendar's hours, so a member's hours that never overlap the calendar's mean they get no bookings; the editor warns you. **Use calendar hours** puts them back on the calendar's hours.

## Booking messages

Under **Booking messages**, attach the message sequences that go out when this calendar gets a booking: a confirmation, reminders before the appointment, a follow-up after it. **Set up booking messages** creates a new sequence for this calendar, **Attach existing** reuses one you already have, and **Detach from this calendar** stops a sequence for this calendar without deleting it. With none attached, bookings only get the confirmation in the chat. See [Message Sequences](/campaigns/message-sequences).

## Google Meet links

Under **Advanced settings**, tick **Add Google Meet link** so every booking on this calendar gets a video meeting link. It works for members who have connected Google Calendar in the **Schedule** tab; the link appears in the booking, in the conversation and in the customer's confirmation.

## Booking rules

Fine-tune how slots are offered:

* **Appointment duration** and **slot interval** — how long each appointment lasts and how the start times are spaced.
* **Buffer between bookings** — breathing room after each appointment.
* **Minimum notice time** — how far in advance a booking must be made.
* **Booking horizon** — how many days ahead customers can book.
* **Slot preference** — how open slots are ranked when the AI offers times (earliest first, prefer mornings, and so on).
* **Max attendees per slot** — how many people can book the same time. Leave it at 1 for one-on-one appointments, or raise it to run group sessions like classes, tours, or webinars: the same time stays bookable until every seat is taken, and each attendee books, reschedules, and cancels independently — a cancelled seat opens the time up again.

Once saved, the calendar is ready: your AI agent can offer available times in chat and book directly, and every booking appears in the **Schedule** tab.

![Calendar Schedule view](../../.gitbook/assets/guides/calendar-schedule.jpg)

Next: [Booking pages and the Schedule view](/calendar/booking-pages-and-the-schedule-view)

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Source: https://help.mampuai.com/calendar/setting-up-a-calendar