Thunai Email Agents – Google Calendar Workflow Integration Guide

Key Features

• Functions as a virtual sales agent, providing automated responses to product or service inquiries.
• Schedules meetings based on the availability of the mapped sales team.
• Restricts the purpose of meetings based on predefined categories or instructions.
• Supports double booking, allowing meetings to be scheduled even during occupied time slots when necessary.

Workflow Integration for Email Agents

Step 1: Create an Email Agent

1. Navigate to the Email Agents menu.
2. Click on Create Email Agent.
3. Fill in all mandatory fields according to your requirements.
4. Click Save to create the email agent.

Step 2: Configure Workflow for the Email Agent

1. Open the Email Agent you created.
2. Go to the Workflow section.
3. From the Application dropdown, select Google Calendar.
4. Choose the Google account(s) where meetings should be scheduled.
5. Click Save to apply the configuration.

Step 3: Allow Double Booking (Optional)

To enable the agent to schedule meetings even if the time slot is already booked:

• Enable the option: "Allow the agent to book an appointment even if the time slot is already occupied."

This setting is useful for handling priority meetings or providing flexible scheduling options.

Step 4: Restrict Meeting Purpose

You can define and restrict the types or purposes of meetings that the agent is allowed to schedule:

• Set specific instructions or categories to control what kind of meetings can be booked (e.g., Sales Inquiry, Demo, Support).

Step 5: Verify Integration

After completing the configuration:

• Ensure that the email/chat agent is able to schedule meetings in the designated Google Calendar.
• Confirm that the scheduled meetings appear correctly in the respective calendar(s).

Workflow Summary

1. A user sends an inquiry via email (e.g., about a product or service).

2. The agent replies automatically, providing available time slots for a meeting.

   Upon receiving the preferred time from the user:

   • The agent confirms the slot.
   • Schedules the meeting with the assigned sales team member.
   • Adds the event to the appropriate Google Calendar.

Both the user and the sales representative receive the calendar invite once the meeting is confirmed.