Omni-Gateway & Channel Connectivity

Gmail & Google Calendar Sync

Automate email replies and synchronize real-time demo bookings with Google Calendar.

The Google Workspace integration connects your Gmail and Google Calendar directly to Orbion Agents. Your 24/7 AI agents inspect real-time calendar availability during customer chats on WhatsApp and Instagram, book consultations with automatic Google Meet links, and draft intelligent email replies without requiring external booking links.

Official Workspace IntegrationGoogle Workspace

Gmail & Google Calendar Sync Channels Dashboard — Channels Console — Connect Gmail and Google Calendar to Orbion Agents

Why use it?

Core Capabilities & Value

Purpose-built operational advantages engineered for high-throughput teams.

1

Real-Time Calendar Availability Checks

Zero Overlaps

AI agents inspect your live calendar schedule before proposing available meeting slots to customers, completely eliminating double bookings.

2

In-Chat WhatsApp & Instagram Booking

Frictionless Booking

Customers schedule consultations directly inside their WhatsApp or Instagram chat without navigating away to external Calendly booking pages.

3

Instant Google Meet Video Links

Auto Google Meet

Every appointment booked automatically generates a secure Google Meet conference link and sends calendar invitations to both host and client.

4

Automated Gmail Inquiries & Lead Follow-ups

Intelligent Follow-ups

Synchronize inbound email inquiries with your Omni-Channel Inbox and let AI agents draft professional follow-ups and meeting confirmations.

Mandatory PrerequisitesGoogle OAuth 2.0 Security

Google Workspace Connect Rules & Requirements

Review these essential requirements before connecting your Google account for automated email & calendar scheduling.

3 Core Requirements

RULE 01

Account Access

Google Workspace or Personal Gmail Account

An active Google Workspace or personal Google account with access to Google Calendar and Gmail.

•You can connect either a company Workspace email (e.g., alex@company.com) or a personal Gmail account (e.g., alex@gmail.com).

RULE 02

Zero Passwords

Google OAuth 2.0 Security Consent

Secure Single Sign-On (SSO) authentication directly managed by Google. Your password is never shared with Orbion Agents.

•Clicking "Connect" launches official Google OAuth. You only need to sign in and authorize the connection once.

RULE 03

Calendar Access

Calendar & Email Permissions Grant

Approve calendar and email permissions so your AI Agent can view your schedule, prevent overlapping meetings, and send meeting invites.

•Ensure both "Google Calendar" and "Gmail" permission checkboxes are checked on the Google consent screen.

Configuration & Guided Setup

Step-by-Step Google Workspace Onboarding Guide

Follow these visual steps to authorize Google Calendar and Gmail with Orbion Agents in less than 2 minutes.

5 Video-Verified Steps

Channels Dashboard — Click "Connect >" on the Gmail or Google Calendar card.

STEP 011-Click Launch

Channels Hub & Initiate Google Connection

In your Orbion Agents dashboard, navigate to Channels & Integration. Locate the "Gmail" or "Google Calendar" card and click the red "Connect >" button to launch the Google OAuth authorization flow.

Key Actions on Screen:

Channels DashboardGoogle Calendar CardConnect > Button

STEP 02Google Sign-In

Google Sign In & Select Your Account

The secure Google OAuth account selection screen opens. Select the Google Workspace or personal Google account you want your AI Agent to connect with.

Key Actions on Screen:

Google OAuth ScreenAccount SelectorWorkspace Account

Google OAuth — Choose the Google account you wish to connect with Orbion Agents.

Permissions Consent — Allow Google Calendar and Gmail permissions and click "Continue".

STEP 03Grant Permissions

Grant Calendar & Email Permissions

Google displays the requested permissions for Orbion Agents. Confirm access for Google Calendar (checking availability and scheduling events) and Gmail (sending confirmation emails), then click "Continue".

Key Actions on Screen:

Google Calendar ScopeGmail ScopeContinue Button

STEP 04Secure Handshake

Secure Token Verification & Handshake

Orbion Agents securely exchanges the OAuth grant with Google, generates encrypted access tokens, and verifies calendar read/write access in real time.

Key Actions on Screen:

OAuth VerificationEncrypted HandshakeSuccess Notification

Token Handshake — Orbion Agents verifies credentials and establishes an encrypted real-time sync.

Active Channels — Gmail and Google Calendar display green "✓ Connected" badges.

STEP 05Active & Verified

Channels Dashboard Shows Connected Status

Return to your Channels & Integrations dashboard. Both Gmail and Google Calendar now display a green "✓ Connected" status badge with your connected email handle, ready for automated scheduling.

Key Actions on Screen:

✓ Connected BadgesConnected Email AddressSettings Gear Icon

Live Verification & State AuditStatus: Active

Gmail & Google Calendar Sync Active Channel Status — Verified active status in Channels Console for Gmail & Google Calendar Sync.

Result & Verification

Active Integration & Expected Outcome

What to verify in your console after completing setup.

Active Features & Capabilities:Your Gmail & Google Calendar accounts are active and synchronized. AI Agents can instantly check your real-time availability during customer chats on WhatsApp and Instagram, automatically schedule client meetings with Google Meet links, and draft professional email responses.

Verification Checklist:

Channels dashboard displays green "✓ Connected" status badges for Gmail and Google Calendar.

Live Calendar view (/user/admin/calendar) displays upcoming scheduled consultations and Google Meet video links.

AI Agent conversationally offers available time slots to leads on WhatsApp and Instagram.

New client bookings instantly appear in your Google Calendar mobile and desktop apps.

FAQ & Troubleshooting

Feature Troubleshooting & Common Questions

Clear answers and solutions to common questions when connecting and managing Gmail & Google Calendar Sync.

How does the AI Agent know when I am free for meetings?

Answer: The AI agent checks your connected Google Calendar in real time before proposing available time slots to customers on WhatsApp or Instagram, ensuring zero double bookings or overlaps.

Can I connect both my personal Gmail and business Google Workspace accounts?

Answer: Yes. You can authenticate any Google Workspace or personal Google account that has Google Calendar enabled.

Does the customer receive an automatic calendar invite with a Google Meet link?

Answer: Yes. As soon as the customer confirms their preferred time slot in the chat, Orbion Agents automatically creates the event on your Google Calendar and sends a calendar invite with a Google Meet video link to the customer's email.

What happens if a customer wants to reschedule or cancel a meeting?

Answer: The customer can simply message your AI Agent on WhatsApp or Instagram requesting a new time. The AI checks your updated calendar availability and reschedules the appointment automatically.

How do I disconnect or switch to a different Google account?

Answer: In the Channels & Integrations page, click the Settings icon next to the connected Gmail or Google Calendar card, click 'Disconnect', and then reconnect using your new Google account.