7. Calendar & Appointment Booking

The Calendar module is NoviaMind's operational core. It allows the AI agent to suggest and confirm appointment slots during a phone conversation, without any human intervention.

7.1 Calendar Overview

Access the calendar from the main menu: "Calendar".

The interface offers day / week / month views (switch via the buttons in the top right). On mobile, the day view is enabled by default.

The displayed events come from two sources:

• NoviaMind appointments — created by the AI or manually from the dashboard
• Events from your external calendar — synced from Google Calendar, Outlook, or Apple Calendar

You can enable the display of business hours only for a cleaner view.

7.2 How the AI Books Appointments Autonomously

When a prospect calls and expresses a wish to visit a property or meet an advisor, the voice agent checks your availability in real time and suggests available slots. Once the slot is verbally confirmed, the event is automatically created in the calendar.

💡 The AI never suggests a slot that's already taken. It checks your configured availability in real time and the absence of conflicts in your synced calendar.

7.3 Availability Configuration

Access availability settings from Scheduling → Availability.

Working hours

Set your active days and time slots. For each day of the week:

• Enable or disable the day
• Set start and end times

Time zone

Select your time zone. A warning is displayed if your detected time zone doesn't match the configured one.

Unavailability periods

Block specific periods (holidays, training, etc.):

1. Click on "Add an unavailability period"
2. Set the start and end dates
3. Save — slots during this period will no longer be suggested by the AI

💡 Unavailability periods can be scheduled up to 1 year in advance.

7.4 Event Types

Access event types from Scheduling → Event Types.

Event types define the appointment formats that your prospects can book.

Creating an event type

Individual vs Team event types

• Individual: The appointment is assigned to you
• Team: The appointment is assigned according to team assignment rules (round robin, etc.)

7.5 Booking Links

Access booking links from Scheduling → Booking Links.

Booking links are public pages you share with your prospects to allow them to book a slot independently.

Creating a booking link

1. Click on "Create a link"
2. Enter the title and slug (URL identifier)
3. Associate one or more event types
4. Activate the link
5. Share the generated public URL

💡 You can associate this booking link with a voice agent during its creation, so the AI redirects prospects to the right booking page.

7.6 SMS Templates

Access templates from Scheduling → SMS Templates.

SMS templates allow you to customize the messages sent automatically during appointment booking.

Template types

Dynamic variables

Each template can include dynamic variables (prospect name, appointment date, address, etc.) that are automatically replaced at send time.

Translations

Add translations for each template to communicate with your prospects in their language.

7.7 Scheduling Team

Access team settings from Scheduling → Team.

If you work in a team, configure appointment distribution:

• Round Robin: Appointments are assigned in turn between members
• Sequential method: Assignment in a defined order
• Time zone respect: Each member receives appointments compatible with their time zone
• Client choice: Allow the prospect to choose their contact person

Inviting members

Invite colleagues to your scheduling team by entering their email, name, role, and an optional invitation message.

7.8 External Calendar Synchronization

NoviaMind integrates with major calendar solutions. Synchronization prevents slot conflicts.

Supported calendars

Connecting a calendar

From Integrations in the main menu, select the desired calendar and follow the connection flow (OAuth or credentials).

Synchronization status

Summary