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How to Add a Calendar

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Overview:

This document covers how to add a calendar scheduler plug-in to your workflow, allowing users to schedule an appointment to get in touch with you. After first creating a calendar using Calendly, you can incorporate into the Koopid platform and then finally, a workflow.

Setting Up a Calendar in Calendly

  1. To get started, first you need to go to https://calendly.com/ and sign-up for a free account, to setup a calendar to use in your Koopid workflow.
  2. After your Calendly account is setup, when you log-in, you will see a few sample event types on the main page: typically there will be one for 15 min meetings, one for 30 min meetings, and one for 60 min meetings.
  3. Decide the length of time you want your customers to set appointments for in your workflow. This number will be added in the calendar plug-in parameters in your Koopid workflow later, and will determine the corresponding calendar in Calendly where your customer appointments will be saved.
  4. After you get your Calendly account setup, in a new browser window, navigate to the Koopid Provider platform to add your calendar to your workflow.

Adding the Calendly Calendar to the Koopid Platform

  1. Log into your provider account at https://app.koopid.io/provider/
  2. In the left menu bar, under the Admin group, expand the Configuration sub-menu, and select the option for Calendar. 

  3. On the blank page that comes up, click on the orange Add button in the top right corner of the window. This will bring up the Add a Calendar dialog window below.
  4. In the Add a Calendar window input the following:
    1. Calendar Name: Pick a name for the calendar to help identify it, this is not tied to anything.
    2. Calendar Type: “Calendly” is the only option available in the drop-down right now, so select this option.
    3. Calendar User Name: Add a username for the person who setup the calendar – this is not tied to anything.
    4. Calendar Token: This is a key you copy from your Calendly account. Find it under Integrations in the top menu bar on Calendly, listed at the top of the page.
    5. Calendar Owner: Last, for this field select provider from the drop-down list.
    6. The completed Add Calendar window should look similar to the screen shot below. Click Save in the bottom of the window to save your changes.

Add Calendar to a Workflow

Now that you have your calendar configured in your Koopid provider, you can add it to a new or existing workflow. To do this, follow the steps below:

  1. Go into Expert Mode by toggling the option in the top of the left-side-menu. Then under the Services menu click on the Expert Flows option.
  2. On the page that appears on the right you can select to Create a new workflow or Select an existing workflow to add a calendar. Choose the option that works best. 

  3. Once you’ve opened and are editing your workflow, find a spot where you want to add your calendar. Then, select the Send a Message component from the window on the right and drag it to your workflow.
  4. With the new output component selected, in the Send a Message dialog window on the right of the screen, change the Message Type from Chat Bubble to Plugin, which will auto-update the Media Type from Plain Text to URL Link.
  5. Next, click on the Select plugin field to select the type of plugin you want to use.
    1. When you click on the field, a dialog window like below will pop-up. In the bottom left corner, select KoopidCommon to see all the available plug-ins created to choose from.
    2. When the list populates, look for the common schedule plugin and click on this plug-in to select it.
    3. This will add the plug-in to your workflow and you’ll be back on the workflow design screen with the plug-in selected. From here, in the menu on the right, click on the wrench at the end of the Select plugin line in to setup the additional plugin parameters.
    4. For plugin parameters – there are 3 areas you want to update: Calendar Name, Customer Email Variable and Duration of Event.
      1. To start, select your calendar name – which after Adding a Calendar to Koopid in step 3 above, you’ll be able to select the calendar from the drop-down next to the Calendar Name parameter.
      2. Next, update the variable on the 4th line down to replace the placeholder variable listed.
        • use {{custemail}} if you are using a concierge contact collection widget.
        • use {{my variable}} if you create your own variable for the email address somewhere else in the workflow that you want to use
        • use a static email address value like Sue.Smith@gmail.com.
      3. Finally, review the calendar duration in minutes listed on the 7th line down, and make sure it matches one of the active calendars you have in your Calendly account so users can setup appointments. When the workflow connects to Calendly the site will review each of the calendars in your account to find the calendar with the same event type duration selected for the appointment, and listed in your plugin parameters. This is the calendar in Calendly the appointment will be added to.
        1. You can leave the rest of the parameters as they are, and click in your main workflow window to close the parameters dialog box.
    5. Click “Save” in the right top corner of the Workflow window to save the changes made to the plugin parameters.
  6. Next, drag an input or Wait for Message component to your workflow from the right menu. Add this node after the calendar component, and connect the components. This will give time for your users to respond and select a date when the calendar appears, before moving the workflow forward.
  7. Click Save once again when you’re finished, to save your workflow changes.

Configure Intents to Run the Workflow and Test

The last step to setup this new workflow with a calendar is to Configure Intents on the Manage Workflows page.

  1. In the upper left corner of the workflow design window, click on the arrow below the name of the workflow, and hit OK to save the workflow again, to get back to the Manage Workflows page.
  2. On the Manage Workflows page, select the 4th option listed for Configure Intents. 

  3. At the top of the window that comes up, click on the Virtual Concierge button, to select that bot to configure.
    1. For step 2 in the window below, add a unique intent name to link your workflow to the bot selected in step 1.
    2. For step 3, add 3 or more statements customers might type that you want to trigger your workflow to run.
    3. Click Save to train your new bot with your new intent phrases.
  4. Once bot training is finished, you can test your new workflow by clicking on Manage under the Services menu on the left of the screen. Toggle to Expert Mode in the top of the left menu, then find the name of the workflow/intent you just saved in the step before.
  5. Click on the icon of the triangle with the little gear to the right of your workflow name, to view the Deployment Options page. You can select any of the options on the next page to test your new workflow.
    1. If you click on the first button named URL for web, mobile, SMS button the section will expand, and a Copy Link button will appear.
    2. Click the Copy Link button on the Web URL tab to copy the workflow URL to your clipboard.
    3. Next, open a new web browser window and paste the URL copied to your clipboard in the address bar at the top. Hit enter to test and preview your new workflow/experience.