Setting Up AI SDR with Google Calendar

This guide walks you through setting up appointment scheduling for AI SDR. You'll connect your Google Calendar and configure your availability so AI SDR can schedule meetings with prospects without conflicts.

Prerequisites

Before you begin, ensure you have:

• A Pro plan or higher (AI SDR is not available on basic plans)

• Admin or owner permissions in your organization

• A Google account (personal or Workspace) with calendar access

• Active outreach campaigns to receive replies

Step 1: Connect Your Google Account

AI SDR requires Google Calendar access to check your availability and schedule meetings without conflicts.

1. Navigate to your AI SDR inbox from the dashboard

2. If this is your first time, you'll see a modal titled "Complete Your AI SDR Setup"

3. Click "Connect" on the calendar card

4. You'll be redirected to Settings > Email & Calendar

5. Follow the Google OAuth prompts to authorize calendar access

6. After authorization, you'll return to your AI SDR inbox with a confirmation

If you need to reconnect later, go to Settings > Email & Calendar and use the trash/disconnect icon, then repeat the OAuth process.

Step 2: Select Availability

AI SDR uses a two-layer system to determine when meetings can be scheduled: your configured availability hours and your Google Calendar availability.

How availability works:

• You set your preferred meeting hours in the AI SDR Settings (e.g., Monday-Friday, 9 AM - 5 PM)

• AI SDR checks your Google Calendar in real-time within those hours to find free slots

• Busy blocks, all-day events, and existing meetings prevent bookings

• The AI only suggests times that match both your set hours AND your calendar availability

To set your availability hours:

1. Navigate to Settings > Availability

2. Configure the days and hours when you want meetings to be scheduled

3. Save your availability preferences

To prevent conflicts with your Google Calendar:

1. Open your Google Calendar (web or app)

2. Create recurring events for times you don't want bookings (e.g., lunch breaks, focus time)

3. Mark personal appointments as "Busy" so AI SDR won't schedule over them

4. Ensure your calendar accurately reflects all existing commitments

Common availability issues:

• Weekend or evening bookings: Check that your availability hours in Settings exclude these times, or add calendar blocks to prevent conflicts.

• Meetings scheduled outside preferred hours: Review your Settings > Availability to ensure your preferred hours are correctly configured.

• Double-bookings: Ensure your Google Calendar includes all existing meetings and commitments.

Step 3: Add Meeting Link (Optional)

If you want AI SDR to send meeting links (Zoom, Google Meet, etc.) when scheduling calls, add your conferencing details:

1. In the setup modal, click "Add Link" for conferencing (if prompted)

2. Navigate to Settings > Conferencing

3. Connect your meeting platform or add a personal link

4. Return to the AI SDR inbox and dismiss the setup modal

Troubleshooting

OAuth authentication failed: Retry the connection process from Settings > Email & Calendar. Ensure your Google account allows third-party app access.

No authorization code received: This usually means the OAuth flow was interrupted. Clear your browser cache and try reconnecting.

Calendar not syncing: Disconnect and reconnect your Google account. Check that calendar permissions are granted in your Google account settings.

Next Steps

Now that AI SDR is set up, learn how to manage inboxes, configure filters, and optimize automated actions in AI SDR: Automated Email Reply Management.