# How to Create an AI Agent on WhatsApp to Schedule Events in Google Calendar — Albato Help Center Source: https://albato.com/wiki/articles/how-to-create-an-ai-bot-on-whatsapp-to-schedule-events-in-google-calendar Welcome to Albato Help Search articles # How to Create an AI Agent on WhatsApp to Schedule Events in Google Calendar Last update: 6/8/2026 · 9 min read * * * IN THIS ARTICLE Customers often contact a company through **WhatsApp** to schedule an appointment, consultation, service, or meeting. The manual process usually takes several steps: reading the message, checking the requested date and time, confirming availability, creating the event, and replying to the customer. With Albato, you can create an **AI Agent** that reads incoming WhatsApp messages, checks availability in **Google Calendar**, creates an event when the requested time is free, and sends a reply back through WhatsApp. WhatsApp AI Agent Google Calendar workflow illustration Below, we’ll show how to configure this automation and use AI Agent as the decision-making layer between WhatsApp and Google Calendar. ## Connecting the apps The first step is to connect the applications we will use for this type of automation. Go to the **Apps** tab and click **Add a Connection**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 1 Next, search individually for the applications we will use. In this case, we will need to create connections for **WhatsApp** and **Google Calendar**. > **Important:** If **Albato AI** is not available in your plan, connect another AI app that can process the customer message, such as Gemini, Claude, DeepSeek, or OpenAI. If you have any questions about the WhatsApp connection, see the [WhatsApp Business API connection guide](https://albato.com/en/wiki/articles/whats-app-business-api-connection). Once the apps are connected, you can build the automation. ## Creating the automation Go to the **Automations** tab and click **Create new automation**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 2 Then click **Add a trigger**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 3 Select the **WhatsApp** application and the **Message Received** trigger. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 4 Next, click **Add an action**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 5 This time, select **AI Agent**. > You can learn more about what an AI Agent is and how to set it up in [this article](https://albato.com/en/wiki/articles/ai-agent-how-to-set-it-up). How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 6 First, click the **brain icon**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 7 Here, define which AI model the agent will use. If you have **Albato AI** available, simply select it. Otherwise, select another option, as long as you have already added the connection to the desired application. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 8 Then add the **received data** and the **agent behavior instructions**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 9 Under **Received Data**, select the new message parameter from **WhatsApp**, specifically the **message text.** How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 10 For the instructions, we will create a very specific prompt that will help ensure the automation works correctly. For example, here is a template we could use. `Check the received message to determine whether we have all the information required to schedule a meeting. The message must contain the day, month, and year, as well as the desired time for creating the event. - If the customer does not mention the date but provides information such as "tomorrow", "next Monday", "Tuesday", "Wednesday", etc., use the date and time parameter from when the automation was executed, collected by the Albato system, and calculate the exact date. - If we have the date and time information, execute the Google Calendar actions. First, check the calendar to determine whether there is already an event scheduled at the exact date and time provided. - If there is, send a WhatsApp message in the language of the received message informing the customer that the requested time slot is unavailable. Suggest a nearby available time and ask whether that option would be suitable. - If the time slot is available, execute the action to create the event in Google Calendar and then execute the WhatsApp message action, this time sending a confirmation message that the appointment was successfully scheduled, also in the original language of the received message. - If the message does not contain details about the desired date and time for the appointment, or if it is about any other subject, generate an automatic response instructing the customer to provide the desired date and time. This message must also be sent through the WhatsApp message action and in the original language of the received message.` This prompt is detailed because the agent needs clear rules before it can choose the right tools and responses. You can customize the prompt with your company details, tone-of-voice rules, words to avoid, and other instructions. Keep the same basic structure: check the request, verify availability, create the event, and send the right WhatsApp reply. Once the prompt is configured, this step will look like this. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 11 Now click **Add tools** to choose which actions the agent can use. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 12 The first one will be the **Google Calendar** action called **Search Events**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 13 Enter the **Calendar ID** that the agent should check. For the remaining fields, allow the agent to decide which data to use. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 14 However, in the event start and end fields, click to add additional instructions: How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 15 Add more details to better guide the agent, such as the exact time range in which events should be searched. Example: > Search only for event availability during business hours, Monday through Friday, from 8:00 AM to 9:00 PM. If the customer requests a time outside this range, inform them that no availability exists. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 16 After that, save this step. Now click **Add a new step**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 17 This time, select the **Google Calendar** application again, but use the **Add Event** action. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 18 Again, allow the agent to decide how the fields should be filled. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 19 Finally, add the **WhatsApp** step called **Send Direct Message**. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 20 Fill in the **Phone ID** field of the message recipient using the value from the trigger, and in the first field **(sender phone ID)** manually enter your WhatsApp ID. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 21 The remaining fields can also be configured so that the agent chooses the values automatically. As a suggestion, you can also **adjust this text step so that the response follows the expected standard more closely.** For example, you can make it clear that the requested time slot is available and that you will be happy to confirm the appointment. Likewise, if the message received does not yet contain enough information to complete the process, you can provide the customer with the option to contact your support team directly or follow another appropriate workflow. These adjustments can be made here. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 22 After that, simply add the instructions and guidance you would like the assistant to follow for each scenario. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 23 After saving, your automation will look like this. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 24 How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 25 Now simply activate it and perform some tests to verify that everything is working as expected. How to create an AI bot on WhatsApp to schedule events in Google Calendar screenshot 26 Some minor adjustments to the prompt may be necessary depending on the messages received. Review each step to confirm that the behavior occurred as expected and adjust the agent instructions whenever necessary. Now you can use an AI Agent to help schedule appointments from WhatsApp and create events in Google Calendar. If you have any questions, contact our support team through the chat in your Albato account. ## Related articles - [AI Agent: How to Set It Up](https://albato.com/en/wiki/articles/ai-agent-how-to-set-it-up) Did this answer your question?