Calendar Setup (Cal.com / Calendly)

When Synaptiq qualifies a lead through conversation, the most valuable next step is usually a meeting with your sales team. Without calendar integration, the AI has to say "someone will reach out to schedule a time" — and you lose momentum. With it, the AI books the meeting right there in the chat, while the lead is engaged.

Synaptiq supports two calendar providers: Cal.com and Calendly. You only need to connect one.

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Choosing a Provider

| Feature | Cal.com | Calendly | |---------|---------|----------| | Connection method | API key | OAuth | | Open source | Yes | No | | Round-robin support | Yes | Yes (paid plans) | | Custom fields on booking | Yes | Yes | | Free tier | Generous | Limited |

Both providers work equally well with Synaptiq. If you don't already use one, Cal.com's free tier offers the most flexibility.

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Connecting Cal.com

Step 1: Generate an API Key

1. Log into your Cal.com account at app.cal.com
2. Navigate to Settings > Developer > API Keys
3. Click Create new API key
4. Set an expiration (we recommend 1 year) and label it Synaptiq Integration
5. Copy the key immediately — Cal.com only shows it once

Step 2: Add the Key in Synaptiq

1. Open your Synaptiq admin dashboard at /admin/settings
2. Go to Integrations > Calendar
3. Select Cal.com as your provider
4. Paste your API key into the API Key field
5. Click Verify Connection

Synaptiq will ping the Cal.com API and confirm access. If verification fails, regenerate the key and make sure you copied it without trailing spaces.

Step 3: Select Your Event Type

After verification, Synaptiq loads your Cal.com event types. Choose the one you want the AI to book:

• Sales Demo — best for product-led conversations
• Discovery Call — best for qualifying complex deals
• Quick Chat — best for low-friction first contact

You can only select one event type per Synaptiq agent. If you run multiple agents (e.g., one for enterprise, one for SMB), each can use a different event type.

# Example configuration stored in your Synaptiq settings
calendar:
  provider: "cal.com"
  event_type_id: 284519
  event_type_name: "30 Min Sales Demo"
  buffer_before: 10  # minutes before each meeting
  buffer_after: 5    # minutes after each meeting

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Connecting Calendly

Step 1: Start the OAuth Flow

1. Open /admin/settings > Integrations > Calendar
2. Select Calendly as your provider
3. Click Connect Calendly — this redirects you to Calendly's authorization page
4. Sign in to Calendly if prompted and click Allow to grant Synaptiq access
5. You'll be redirected back to Synaptiq with a confirmation message

Synaptiq requests the following Calendly scopes:

• default — read your event types and availability
• booking.write — create bookings on your behalf

Step 2: Select Your Event Type

Once connected, your Calendly event types appear in a dropdown. Select the event type the AI should offer to leads.

Step 3: Configure Team Routing (Optional)

If you're on Calendly's Teams plan, you can enable round-robin assignment so meetings are distributed across your sales reps:

1. In Calendly, create a Round Robin event type with your team members
2. In Synaptiq, select that round-robin event type
3. Synaptiq will book meetings that Calendly automatically assigns to available reps

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Configuring Availability

Synaptiq respects whatever availability rules you've set in your calendar provider. The AI never offers times that conflict with your schedule.

To fine-tune what the AI offers:

Availability Windows

Set your bookable hours in your calendar provider (Cal.com or Calendly). Common configurations:

• Monday–Friday, 9 AM–5 PM in your local timezone
• Exclude lunch hour (12–1 PM)
• No same-day bookings — set a minimum scheduling notice of 24 hours

Buffer Times

In Synaptiq at /admin/settings > Calendar > Booking Preferences:

• Buffer before meeting: Time between the booking and the meeting start (default: 10 min)
• Buffer after meeting: Recovery time after a meeting ends (default: 5 min)
• Maximum bookings per day: Cap daily meetings to prevent overbooking (default: 8)

Timezone Handling

Synaptiq detects the lead's timezone from their browser and offers times in their local timezone. The confirmation email shows both the lead's timezone and your team's timezone to avoid confusion.

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How the AI Offers Meeting Times

When Synaptiq determines a lead is ready for a meeting (based on your qualification rules), the conversation flows like this:

1. The AI proposes a meeting: "It sounds like a demo would be the best next step. I can book a 30-minute call with our team — would any of these times work?"
2. Time slots appear: Synaptiq queries your calendar provider's availability API and shows 3–5 upcoming slots as clickable options
3. The lead picks a time: One click selects the slot
4. Confirmation: Synaptiq creates the booking through the calendar API, and both parties receive confirmation emails

The AI adapts its phrasing based on context. If the lead brings up scheduling first, the AI responds naturally rather than following a rigid script.

Customizing the Booking Prompt

You can adjust the message the AI uses when offering meetings. In /admin/settings > Calendar > Booking Message:

Default: "I'd love to get you connected with our team for a live demo.
Here are some available times — just pick what works best for you."

Custom example: "Based on what you've told me, a 15-minute strategy
session with one of our consultants would be really valuable.
Want to grab a time?"

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Testing the Booking Flow

Before going live, verify the full flow end to end.

Quick Test

1. Go to /admin/settings > Calendar > Test Booking
2. Click Send Test Booking — this creates a test event 7 days in the future
3. Check your calendar to confirm the event appeared
4. Check your email for the confirmation
5. Delete the test event from your calendar

Full Conversation Test

1. Open the Synaptiq widget on your site (or use the preview at /admin/preview)
2. Simulate a conversation where you express interest in the product
3. When the AI offers meeting times, select one
4. Verify:
   • The calendar event was created with the correct time and timezone
   • Both the "lead" email and your team email received confirmations
   • The event details include any custom fields you configured

Common Issues

| Problem | Cause | Fix | |---------|-------|-----| | No time slots appear | Calendar provider has no availability | Check your availability settings in Cal.com/Calendly | | "Connection failed" error | API key expired or revoked | Regenerate the key and update it in Synaptiq | | Wrong timezone on booking | Browser timezone detection failed | The lead can manually select their timezone in the booking widget | | Duplicate bookings | Lead clicked the time slot twice quickly | Synaptiq has built-in dedup — if this persists, contact support |

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Next Steps

Once your calendar is connected, leads that the AI qualifies can go straight from conversation to booked meeting. To get the most out of this:

• Set up CRM Sync so booked meetings also create contacts in your CRM
• Configure Webhooks to notify your team the moment a meeting is booked
• Review your AI's qualification rules to control which leads get offered meetings