Using Netcoder's Calendar Booking

Netcoder books meetings with your team: your AI agent books them during its conversations, and visitors book them on your website. A meeting is booked with one person, or with a grouped calendar, such as Sales, that gives it to whoever on the team is free, in turn. This guide shows how to set up your hours, meeting types and grouped calendars, connect your own calendar, and manage your bookings.

1. Getting started

Sign in to the Netcoder app and click Calendar in the menu. The settings are in the calendar menu, the button with three dots (⋮) at the top of the calendar:

Menu	What it sets
Availability	Your weekly hours, and the days that differ.
Meeting types	What can be booked: its length, where, by whom, and the rules.
Grouped calendars	Several people booked as one, such as Sales.
Locations	Your addresses: your office, your branches.
Connected calendar	Your Google or Outlook calendar, and your video link.
Integration parameters	The keys of the booking widget, for your website.

Set them up in this order: your availability, your calendar, then your meeting types. Each person on your team sets their own availability and calendar.

2. Your availability

Choose Availability in the calendar menu to set the hours when you can be booked.

• Calendar name — what guests see they book with. Your name, when empty.
• Time zone — yours. Guests see your hours in their own time zone.
• Weekly hours — a Start and an End per day, Monday to Friday, 9:00 to 17:00 at first. Add hours gives a day several ranges, to keep lunch free. A day with no hours is Unavailable. Copy to the other open days saves typing.
• Days that differ — holidays, a day off, a late evening: Add a day, pick its Date, then turn Available off, or set its hours.

3. Connecting your calendar

Choose Connected calendar in the calendar menu, click Connect Google Calendar or Connect Outlook (Microsoft 365), and sign in. Two switches then decide what Netcoder does with it:

Switch	What it does
Keep its busy times out of my booking times	A time already taken in your calendar is never offered to guests. Netcoder only sees that you are busy, never what your events are.
Add my bookings to it	Each booking is added to your calendar, moved when it is moved, and removed when it is cancelled.

You connect one calendar; connecting the other provider replaces it. Disconnect stops both. If the connection breaks, for instance after a password change, the page says so in red: click Reconnect.

The Video section gives your video meetings their link:

• Use my Google Calendar (or Outlook) — a Google Meet (or Teams) link is created for each booking.
• My meeting link — or your own Zoom, Teams or other link, given to every guest. Without a connected calendar, this is the link guests get.

4. Meeting types

A meeting type is what can be booked: a 30-minute call, a one-hour visit, a demo. Choose Meeting types in the calendar menu, then click +:

Field	What it is
Name and Description	What guests see. Write them in both languages: switch the app to French to enter the French.
Who can take it	The people of your team offered for it. Guests get one who is free at the time chosen, in turn.
Duration (minutes)	30 at first.
Where	At an address (one of your locations), At the guest's address (they give it when they book), Phone call (they give their number and you call them), Video (they get your link) or Other, which you describe.
Start times every (minutes)	The spacing of the times offered: every 30 minutes, every hour.
Free before / after (minutes)	Time kept free around each meeting, to travel or catch your breath.
Minimum notice (minutes)	How long ahead guests must book; 240 (4 hours) at first.
Bookable up to (days ahead)	How far ahead; 60 days at first.
Reminder (minutes before)	When the guest is reminded by email; 1440 (the day before) at first. Empty for no reminder.
Also remind by SMS	A text message too, when the guest gave a phone number and your account has an SMS number.
Enabled	Off, the type is no longer offered.

5. Locations

Choose Locations in the calendar menu to enter the addresses where your meetings happen, such as your office or each branch. Each has a Name guests see, such as Plateau, an address, a Phone, and Instructions given with the address, such as Free parking at the back. Then pick the location in your meeting types.

6. Grouped calendars

A grouped calendar books several people as one, under a name such as Sales or Service: the guest gets whoever is free at the time chosen, in turn. Choose Grouped calendars in the calendar menu, then click + and enter its Name, its Language and its People.

The language matters: a French grouped calendar serves your French-speaking guests, an English one your English-speaking guests. Copy the key gives its key, for the booking widget of your website.

7. Your calendar

The calendar shows your bookings by Day, Week, Month or Schedule (a list), with Today and the arrows to move around. The busy times of your connected calendar show as Busy.

• Book — click a free time, or drag over a range, or New booking: the Type, the time, the guest's name, email and phone, and Notes. Email the guest sends them the confirmation. When you book, your usual hours and rules do not apply: you decide.
• Move — drag a booking to a new time, or drag its bottom edge to change its length. You are asked whether to email the guest the change.
• Open — click a booking: Join video, Edit, Email guest or Cancel booking, with a reason if you wish; the guest is told.

In the calendar menu, Show cancelled bookings and Show busy times of my calendar choose what the calendar shows.

8. What your guests receive

• A confirmation by email, with an invitation for their own calendar. You get one too.
• A reminder before the meeting, by email, and by SMS if the meeting type says so.
• A link to cancel or reschedule on their own, without calling you, with the same person. Any change is emailed to them and to you.

Each guest is also added to your CRM as a contact, with their company and a note about the meeting. See the CRM guide.

9. Booking by your AI agent

Your Customer Service AI agent books meetings during its conversations, on your website, by phone or by message. On the page of your agent, click the pencil of its Calendars section, and choose the Calendars and Grouped calendars it books.

• It offers the meeting types of the people of these calendars, proposes a few free times, and books the one the guest picks: confirmation, reminder and calendar event, as for any booking.
• It can move or cancel a booking for a guest it recognizes; others use the link of their confirmation.
• With no calendar chosen, your agent books nothing.

To try it, or your website's booking widget, open Test & Deploy on your agent's page, then Test Booking. A booking made there is real: cancel it afterwards. To put the widget on your website, see the booking widget installation guide.

10. Tips and troubleshooting

• No times offered — check your Availability, that the meeting type is Enabled and names you in Who can take it, and its Minimum notice.
• A time offered while you are busy — check that your calendar is connected, with Keep its busy times out of my booking times on, and that the event is marked busy in it, not free.
• Bookings missing from your Google or Outlook calendar — turn on Add my bookings to it, or Reconnect if the page shows an error.
• No SMS reminder — the guest must have given a phone number, and your account needs an SMS number.
• Your agent does not book — choose its calendars in its Calendars section.