> ## Documentation Index
> Fetch the complete documentation index at: https://docs.diga.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Create appointment (Google Calendar)

> During-call workflow that checks the slot and creates the event in your Google Calendar

<Note>
  **Related workflows:** [Check availability (Google Calendar)](/en/templates/flows/check-availability).

  **Related agents:** [Appointment management (Google Calendar)](/en/templates/agents/appointment-management-google-calendar).
</Note>

## What it does

The agent passes it the appointment's start and end time (`start_date` and `end_date`, in local time) along with the customer's name and phone number, and the workflow **creates the event** in your Google Calendar.

Before creating it, it queries the calendar again. If something is already booked in that slot, it creates nothing and asks the agent to offer another time — so an appointment that came in through another channel during the conversation doesn't end up double-booked.

It's a [during-call workflow](/en/build/flows/during-call-flows) running in sync mode: the agent runs it mid-conversation and waits for the response before confirming the appointment to the customer.

## How it works

| Step                                        | What it does                                                                                           |
| ------------------------------------------- | ------------------------------------------------------------------------------------------------------ |
| **Adapt start date** and **Adapt end date** | Convert `start_date` and `end_date` from local time to UTC, which is what Google Calendar expects.     |
| **Check availability**                      | Queries the calendar's busy intervals within that exact slot.                                          |
| **Availability?**                           | A code step that returns `true` only if there are no busy intervals.                                   |
| **Create Event**                            | Creates the event, titled `Appointment - <name>`, with the customer's phone number in the description. |
| **Return Response**                         | Tells the agent how it went.                                                                           |

The workflow always ends in a **Return Response** step, with one of three outcomes:

* **Slot free and event created** — the agent gets `Appointment created successfully.` and confirms the appointment to the customer.
* **Slot busy** — nothing is created. The agent is told to apologize and ask for another date.
* **The event couldn't be created** — the agent gets `An error has occurred.` There's no appointment, so it shouldn't confirm one.

## What you need

* A Google Calendar [connection](/en/platform/connections)
* The calendar where appointments are created, which must be the same one [Check availability](/en/templates/flows/check-availability) queries

## Getting started

<Steps>
  <Step title="Copy the template">
    From the **Workflows** section, open the template catalog and copy it. The workflow is created disabled.
  </Step>

  <Step title="Fill in the calendar variable">
    The template ships with a `<<calendar_id>>` variable used in two steps: **Check availability** and **Create Event**. It has to be the same calendar in both, and the same one the `check_availability` workflow queries. If they point at different calendars, the agent offers slots from one schedule and books the appointment in another.
  </Step>

  <Step title="Select the Google Calendar connection">
    Both Google Calendar steps need your connection.

    <video autoPlay loop muted playsInline controls className="w-full rounded-xl" src="https://mintcdn.com/diga/72-yaa6Fq0Y_EP9U/videos/seleccionar-conexion-google-calendar.mp4?fit=max&auto=format&n=72-yaa6Fq0Y_EP9U&q=85&s=aa3aee5d9e144aa950053c04982b879f" data-path="videos/seleccionar-conexion-google-calendar.mp4" />
  </Step>

  <Step title="Check the time zone" id="check-the-time-zone">
    `Europe/Madrid` appears in the **Input Time Zone** field of **Adapt start date** and **Adapt end date**. If you operate in a different time zone, change both. Daylight saving time is handled automatically.
  </Step>

  <Step title="Publish the workflow">
    [Publish](/en/build/flows/creating-workflows#draft-vs-published) the workflow.
  </Step>

  <Step title="Assign it to the agent">
    Add it from the agent's **Workflows** section. The workflow's name is the tool name the agent sees, so leave it as `create_appointment`. This step isn't needed if the workflow was created from the agent.
  </Step>
</Steps>

## Before publishing

* The pre-check only looks at **the appointment slot itself**, not your opening hours. Keeping the agent from booking while the location is closed is down to its prompt, not the workflow.
* `name` and `phone` are **optional** parameters. If the agent doesn't capture them, the event is still created, titled `Appointment - ` and with no phone number in the description.
* The event is created **with no guests**: the customer's phone number stays in the description and no email invitation is sent to them.
* The workflow **only creates**. It doesn't cancel or reschedule existing appointments.
* It's fixed to **a single calendar**. For multiple locations with separate schedules, duplicate the workflow.
* If it takes more than 60 seconds or a step fails, the agent continues without the response and won't know whether the appointment was created.
* The appointment length is determined in the agent's prompt.

## Next Steps

<CardGroup cols={2}>
  <Card title="Appointment management (Google Calendar)" icon="calendar-check" href="/en/templates/agents/appointment-management-google-calendar">
    The agent that uses this workflow.
  </Card>

  <Card title="Check availability" icon="bolt" href="/en/templates/flows/check-availability">
    The other workflow the agent needs.
  </Card>
</CardGroup>