Calendar

Calendar

Create availability schedules and share booking links so guests can book meetings with your brand.

What is Calendar?

SWAI Calendar is the SWAI app where you create booking calendars, set when you are available, customize the public booking page, and review appointments — then optionally sync them with Google Calendar or Outlook.

You use it to:

• Create booking pages with AI or from scratch
• Set weekly availability, meeting length, and how far ahead guests can book
• Add custom booking questions and CRM contact lists
• Send confirmation, reminder, and follow-up emails
• Theme the public booking page to match your brand
• Connect Google or Outlook and sync bookings
• Add a Google Meet link on synced Google Calendar events when guests book
• Review bookings and mark attendance (Showed / Not Showed)

Main screens

Note: Open Calendar from the SWAI Dashboard (Settings → Calendar, or go to app.swai.ai/setting/calendar). It uses your brand session — there is no separate sign-up inside SWAI Calendar.

Before you start

You can create a draft calendar anytime. Syncing with Google or Outlook needs a connected account first.

Checklist

1. Open Calendar from SWAI
   Use Settings → Calendar in the SWAI Dashboard (or go to app.swai.ai/setting/calendar) so you are signed in for the correct brand. You may also open it from Beta Apps or the Integration hub.

2. Brand profile
   Keep brand details up to date — AI Calendar Builder can use them when it drafts a calendar.

3. Google or Outlook (optional)
   If you want busy times blocked and events created on an external calendar, connect an account under Integrations before you use the Sync tab.

4. Google Meet (optional)
   To add a Meet link when guests book, connect a Google account (not Outlook), map the booking calendar on Sync, and turn on Add Google Meet link to synced events.

5. Email sender (for workflows)
   Workflow emails need a SWAI sender address. Open Calendar from the Dashboard embed so sender addresses can load.

6. Contact lists (optional)
   If guests should be added to SWAI CRM lists when they book, have lists ready or create them in Booking Fields.

Important warnings

Warning: If Calendar does not load or you lose brand context, close the tab and open Calendar again from the SWAI Dashboard (Settings → Calendar, or go to app.swai.ai/setting/calendar).

Warning: Delete Calendar cannot be undone. You can optionally delete all bookings for that calendar as well.

Tip: Connect Google or Outlook under Integrations, then map each booking calendar on its Sync tab. Connecting alone does not sync bookings.

Quick start

1. Open Calendar from the SWAI Dashboard (Settings → Calendar, or go to app.swai.ai/setting/calendar).
2. On Calendars, click Create Calendar.
3. In AI Calendar Builder, describe the booking page you need, then click Generate with AI — or click Start Empty.
4. Review General settings (name, slug, duration, timezone, and booking window).
5. Set Weekly Availability, then configure Workflows, Booking Fields, and Theme as needed.
6. Click Save Calendar.
7. Use Copy Link or View Page to share the booking page.
8. On Bookings, review appointments and mark Showed or Not Showed after meetings.

Note: When a guest books, cancels, or reschedules, brand users can also get dashboard Calendar alerts (in-app and/or email) based on Settings → Notifications (or go to app.swai.ai/setting/notifications). See Notifications.

Note: The Sync tab appears after the calendar is saved. Connect an account in Integrations first, then map the calendar on Sync.

Calendars list

From Calendars you can:

• See each booking calendar with stats and duration
• Create Calendar
• View Page, open Settings, Copy Link, or Delete Calendar

Warning: Delete Calendar cannot be undone. In the confirm dialog you can choose Also delete all bookings for this calendar.

Tip: Copy Link shares the public booking URL. View Page opens the guest booking page so you can preview it.

Create a calendar

1. Click Create Calendar.
2. In AI Calendar Builder, describe what you need.
   Example: “A 30-minute consultation for legal advice available on weekday mornings.”
3. Click Generate with AI, or click Start Empty to configure everything yourself.

AI can draft starting fields (name, description, duration, booking fields, and related settings) using your brand context, then opens the editor.

Warning: If you see AI generation failed, try again with a clearer description, or use Start Empty and fill in the fields yourself.

Edit Calendar

Progress through the editor tabs: General → Availability → Workflows → Booking Fields → Theme → Sync.

Header shows New Calendar or Edit Calendar. Use Save Calendar when you are ready. A Summary sidebar shows name, duration, slug, and theme.

General

Calendar identity and booking rules

• Calendar Name
• URL Slug — public path segment (for example my-meeting)
• Description
• Redirect after successful booking — optional thank-you page (Redirect URL must be http or https)
• Timezone — availability hours use this timezone
• Duration (minutes) — 15, 30, 45, or 60 minutes
• Max Slots Per Day — 0 means unlimited
• Days Ahead — how far into the future guests can book
• Next booking day — first bookable day is today plus this many days (0 = today)

Warning: If Next booking day is greater than or equal to Days Ahead, you will see: No bookable days until Days ahead is greater than this value.

Warning: If the slug is already taken, save fails with: Could not save calendar. If the slug is taken, choose another.

Availability

Weekly Availability

• Toggle days on or off (Mon–Sun)
• Set time ranges for each enabled day
• Use Copy to all to apply one day’s schedule to every day
• Days left off show as Unavailable

Workflows

Configure automated emails to guests:

• Sender — From name and Email address (SWAI addresses)
• Email Workflows — Add Workflow
• Types: Confirmation Email, Reminder Email, Follow-up Email
• Timing: sent immediately after booking, or a set number of minutes before/after the event
• Subject and email body (with available variables such as contact name fields)

Warning: If sender addresses do not load, open Calendar again from your SWAI embed link (Settings → Calendar, or go to app.swai.ai/setting/calendar).

Booking Fields

• Add bookings to lists — guests who book are added to the selected SWAI contact lists (type a new name to create a list)
• Custom Booking Fields — Add Field (Short Text, Long Text, Number, Checkbox); mark fields Required as needed

Note: Email is always required and collected by default.

Theme

Visual Identity for the public booking page:

• Primary Color
• Sidebar (title area) background
• Booking page background (optional custom gradient)
• Font Family, Corner Rounding, Booking card border, Border color, Card shadow
• Use Preview to check the look before you save

Sync

After the calendar is saved, map it to Google or Outlook:

1. Connect an account under Integrations if you have not already.
2. On Sync, choose Connected account and External calendar.
3. (Google only) Optionally enable Add Google Meet link to synced events.
4. Click Save sync.

Sync blocks busy times on the external calendar and creates events when guests book. Status shows Sync enabled or Not synced. When Meet is on, status can also show Google Meet enabled. Use Remove sync to clear the mapping.

Tip: If you see No Google or Outlook accounts connected yet, click Connect an account in Integrations.

Warning: Disconnecting an account in Integrations stops sync for any calendars mapped to that account.

Google Meet

Google Meet is not a separate app connection. You enable it on a calendar that syncs with Google Calendar.

1. On Integrations, click Add Google account and finish Google sign-in until status is Connected.
2. Open the booking calendar → Settings → Sync (save the calendar first if Sync is not listed yet).
3. Choose that Google account under Connected account.
4. Choose the External calendar where events should be created.
5. Turn on Add Google Meet link to synced events.
   Helper text: When a guest books, a Meet link is created on the Google Calendar event.
6. Click Save sync. Confirm status shows Sync enabled and Google Meet enabled.

After that, when a guest books this calendar, the synced Google Calendar event includes a Meet link.

Note: The Meet checkbox appears only for a Google connected account. Outlook sync does not offer Google Meet.

Tip: Connecting Google under Integrations alone does not add Meet links. You must map the calendar on Sync and turn on Add Google Meet link to synced events.

Bookings

From Bookings you can review appointments across your calendars.

For past meetings, mark attendance:

• Showed
• Not Showed

Note: If there are no appointments yet, you will see No bookings yet.

Integrations

From Integrations you connect external calendar accounts used for sync.

1. Click Add Google account or Add Outlook account.
2. Complete the provider sign-in.
3. When status shows Connected, open a calendar’s Sync tab and map it to an external calendar.
4. For Google Meet, use a Google account on Sync and turn on Add Google Meet link to synced events (see Google Meet under Edit Calendar → Sync).

Warning: Disconnect account? removes the account. Any booking calendars synced with that account will stop syncing.

Tip: If status is Needs reconnect, use Reconnect and complete sign-in again.

Share a booking page

After you save a calendar:

1. On Calendars, use Copy Link to share the public URL, or View Page to open it.
2. Guests pick a date and time, complete the form, and schedule the meeting.
3. Guests can manage their booking (reschedule or cancel) from links in workflow emails when those emails are enabled.

Tip: Preview with View Page before you share the link widely. Check availability, fields, theme, and redirect.

Common warnings and troubleshooting

I can’t open Calendar

Warning: Open Calendar again from the SWAI Dashboard (Settings → Calendar, or go to app.swai.ai/setting/calendar) for the correct brand. Standalone access without a valid brand session will not keep you signed in for management.

Missing brand context / sender addresses

If sender emails do not load, or brand-related features fail, confirm you launched Calendar from a brand workspace in SWAI (not a bookmark without embed context).

I can’t save a calendar

Check:

• URL Slug is unique (not already used)
• Redirect URL is a valid http or https link, or turn redirect off
• Days Ahead is greater than Next booking day so guests have bookable days

Guests see no available times

1. Confirm Weekly Availability has enabled days and hours.
2. Check Timezone, Days Ahead, and Next booking day.
3. Check Max Slots Per Day and existing bookings.
4. If sync is on, busy times on the external calendar can block slots.

AI Calendar Builder failed

1. Try Generate with AI again with a clearer description.
2. Or click Start Empty and configure the calendar manually.

Sync is not working

1. On Integrations, confirm the account is Connected (use Reconnect if needed).
2. On the calendar Sync tab, select account and external calendar, then Save sync.
3. Confirm status shows Sync enabled.

Google Meet link is missing

1. Confirm you connected a Google account (not Outlook) under Integrations.
2. On the calendar Sync tab, select that Google account and an external calendar.
3. Turn on Add Google Meet link to synced events, then click Save sync.
4. Confirm status shows Sync enabled and Google Meet enabled.
5. Book a new test appointment — Meet links are added on new synced events after you enable the option.

Note: If you only see Outlook accounts, add Google with Add Google account first. The Meet option does not appear for Outlook.

Contact lists won’t load or create

Retry from Booking Fields. If it keeps failing, reopen Calendar from the Dashboard and try again, or contact support.

Attendance update failed

On Bookings, try marking Showed or Not Showed again. If it still fails, note the guest and calendar name for support.

Glossary

Need more help?

If something still fails after the checklist above:

1. Confirm you opened Calendar from the SWAI Dashboard (Settings → Calendar, or go to app.swai.ai/setting/calendar) for the right brand.
2. Confirm General, Availability, and (if used) Integrations / Sync settings match what you expect.
3. Note the calendar name, screen (Calendars, Bookings, Integrations, or editor tab), and what you expected to happen.
4. Contact your SWAI admin or support with those details.

Related Help: Notifications (dashboard Calendar alerts for your user).