Cal.com integration allows your WhatsApp AI assistant to automatically book appointments with qualified leads based on your real-time availability. Instead of manual back-and-forth scheduling, leads can book meetings directly through your conversation funnel.

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How It Works

When a lead reaches a Book Meeting node in your conversation funnel:
  1. AI checks availability on your Cal.com calendar in real-time
  2. Offers available time slots to the lead via WhatsApp
  3. Books the appointment automatically when the lead selects a time
  4. Sends confirmation to both you and the lead
This creates a seamless experience where qualified leads can book meetings without leaving the WhatsApp conversation.

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Setting Up Cal.com Integration

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1. Get Your Cal.com API Key

First, you’ll need to generate an API key from your Cal.com account:
  1. Log into your Cal.com account
  2. Go to Settings → Developer → API Keys
  3. Click “Create New API Key”
  4. Copy the generated API key
Keep your API key secure. Anyone with this key can access your calendar information and book appointments.

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2. Configure in Whappy

  1. Navigate to Integrations → Cal.com in your Whappy dashboard
  2. Paste your API key in the API Key field
  3. Click Save to connect your account
Once configured successfully, you’ll see a green confirmation message indicating Cal.com is ready to use.

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3. Prepare Your Cal.com Events

Make sure your Cal.com event types are properly configured:
  • Set as Public: Events must be publicly bookable
  • Enable Booking: Ensure booking is allowed for the events you want to use
  • Configure Duration: Set appropriate meeting lengths (15min, 30min, 1hr, etc.)
  • Set Availability: Define your available hours and days
Create specific event types for different types of leads (e.g., “Sales Demo - 30min”, “Consultation Call - 45min”) to better organize your calendar.

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Using Cal.com in Your Funnel

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Adding Book Meeting Nodes

In your Campaign → Funnel builder:
  1. Drag a Book Meeting node into your conversation flow
  2. Configure the node settings:
  • Select Calendar Event: Choose which Cal.com event type to use
  • Message Text: Customize what the AI says when offering booking
  • Confirmation Message: Set what leads see after booking

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Example Funnel Flow

Talk Node: "What's your budget for this project?"
↓
Condition Node: Budget > $5,000?
↓ (Yes)
Book Meeting Node: "Great! Let's schedule a call to discuss your project in detail."
↓
Close Node: "Thanks! I've sent you a calendar invite. Looking forward to our call!"

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AI Conversation Example

Here’s how the booking conversation might look: AI: “Based on your needs, I’d love to schedule a 30-minute consultation call. I have availability this week:” AI: ”• Tomorrow (Jan 16) at 2:00 PM” AI: ”• Thursday (Jan 18) at 10:00 AM” AI: ”• Friday (Jan 19) at 3:30 PM” Lead: “Thursday at 10 AM works for me” AI: “Perfect! I’ve booked you for Thursday, January 18th at 10:00 AM. You’ll receive a calendar invite shortly with the meeting details.”

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Benefits of Cal.com Integration

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Real-time Availability

  • No double-bookings or scheduling conflicts
  • Always shows current available slots
  • Respects your calendar settings and blocked times

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Automatic Booking

  • Leads can book instantly without waiting for human response
  • Reduces friction in the sales process
  • Works 24/7, even when you’re offline

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Professional Experience

  • Seamless integration within WhatsApp conversation
  • Automatic calendar invites and reminders
  • Consistent booking experience for all leads

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Calendar Management

  • All bookings appear in your Cal.com calendar
  • Integrates with Google Calendar, Outlook, and other calendar apps
  • Maintains your existing calendar workflow

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Advanced Configuration

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Multiple Event Types

You can set up different Cal.com event types for different scenarios:
  • Discovery Call (15 minutes) - For initial lead qualification
  • Product Demo (30 minutes) - For interested prospects
  • Strategy Session (60 minutes) - For high-value leads
Then use different Book Meeting nodes in your funnel based on lead qualification level.

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Conditional Booking

Use Condition nodes before Book Meeting nodes to qualify leads: 
Condition: Budget > $10,000?
├─ Yes → Book "Strategy Session" (60 min)
└─ No → Book "Quick Call" (15 min)

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Buffer Time

Configure buffer time in Cal.com to:
  • Prevent back-to-back bookings
  • Allow travel time between meetings
  • Give yourself preparation time

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Troubleshooting

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Meeting node not working?

  • Verify your Cal.com API key is correct
  • Check that your event types are set to “Public”
  • Ensure booking is enabled for the selected event

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No available times showing?

  • Check your Cal.com availability settings
  • Verify your calendar isn’t fully booked
  • Make sure the event duration fits your available slots

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Leads not receiving calendar invites?

  • Confirm email integration is set up in Cal.com
  • Check that leads provided valid email addresses
  • Verify your Cal.com notification settings

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Best Practices

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Event Type Setup

  • Use clear, descriptive names for your event types
  • Set appropriate meeting durations based on conversation type
  • Include meeting descriptions and preparation instructions

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Availability Management

  • Keep your Cal.com availability updated
  • Use buffer times to avoid scheduling conflicts
  • Set working hours that match your actual availability

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Funnel Design

  • Only offer booking to qualified leads
  • Use condition nodes to route different lead types to appropriate meeting lengths
  • Provide clear context about what the meeting will cover

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Follow-up Process

  • Set up automatic reminder emails in Cal.com
  • Prepare meeting agendas based on lead information collected
  • Have a process for no-shows and rescheduling

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Integration Benefits

Cal.com integration transforms your lead qualification process by:
  • Reducing Manual Work: No more back-and-forth scheduling emails
  • Increasing Conversion: Qualified leads can book immediately while interested
  • Improving Experience: Professional, seamless booking process
  • Scaling Outreach: Handle booking for hundreds of leads automatically
Ready to set up automated appointment booking? Head to Integrations → Cal.com to get started! Need help? Check our troubleshooting guide or contact support.