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.
How It Works
When a lead reaches a Book Meeting node in your conversation funnel:
- AI checks availability on your Cal.com calendar in real-time
- Offers available time slots to the lead via WhatsApp
- Books the appointment automatically when the lead selects a time
- Sends confirmation to both you and the lead
This creates a seamless experience where qualified leads can book meetings without leaving the WhatsApp conversation.
First, you’ll need to generate an API key from your Cal.com account:
- Log into your Cal.com account
- Go to Settings → Developer → API Keys
- Click “Create New API Key”
- Copy the generated API key
Keep your API key secure. Anyone with this key can access your calendar information and book appointments.
- Navigate to Integrations → Cal.com in your Whappy dashboard
- Paste your API key in the API Key field
- Click Save to connect your account
Once configured successfully, you’ll see a green confirmation message indicating Cal.com is ready to use.
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.
Adding Book Meeting Nodes
In your Campaign → Funnel builder:
- Drag a Book Meeting node into your conversation flow
- 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
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!"
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.”
Real-time Availability
- No double-bookings or scheduling conflicts
- Always shows current available slots
- Respects your calendar settings and blocked times
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
Professional Experience
- Seamless integration within WhatsApp conversation
- Automatic calendar invites and reminders
- Consistent booking experience for all leads
Calendar Management
- All bookings appear in your Cal.com calendar
- Integrates with Google Calendar, Outlook, and other calendar apps
- Maintains your existing calendar workflow
Advanced Configuration
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.
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)
Buffer Time
Configure buffer time in Cal.com to:
- Prevent back-to-back bookings
- Allow travel time between meetings
- Give yourself preparation time
Troubleshooting
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
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
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
Best Practices
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
Availability Management
- Keep your Cal.com availability updated
- Use buffer times to avoid scheduling conflicts
- Set working hours that match your actual availability
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
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
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. 
