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Find it in Darwin Integrations → Scheduling → Google Calendar Open Google Calendar ↗
Darwin’s native Google Calendar integration reads your free time, shows available times in chat, and creates the booking as an event in your Google account. Google sends the visitor the calendar invitation and the video link: Google Meet, or Zoom once you connect it. You do not need a separate scheduling tool.

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Before you connect

  • Only an owner or admin of the Darwin workspace can set this up.
  • You will sign in to the Google account whose calendar hosts the meetings, so have that login to hand. Whether it is a Google Workspace account or a personal Google account makes no difference; both work.
  • Have your hours and meeting length in mind before you start, because you set them here, in Darwin. Google Calendar has no meeting types of its own.
1

Choose Google Calendar

Open Integrations → Scheduling and select the Google Calendar card. This opens its setup page.
2

Connect your Google Calendar

Select Connect Google Calendar, choose the Google account that hosts the meetings, and approve every permission Google lists. You return to Darwin afterward. Check that the displayed name and email belong to the right account.Connecting creates a calendar named Darwin bookings in that Google account. It does not create a meeting or set your booking rules.
3

Set your booking rules

Choose how visitors can book:
  • Duration: 15, 30, 45 or 60 minutes.
  • Weekly hours: the days and time ranges visitors can choose from, in your calendar’s time zone. The default is Monday to Friday, 09:00 to 17:00.
  • Buffer: free time Darwin keeps before and after each meeting: None, 10, 15 or 30 minutes.
  • Minimum notice: how far ahead a visitor must book: 1 hour, 2 hours, 4 hours or 1 day. The default is 4 hours.
  • Video call: Google Meet, Zoom or none. Google Meet is the default; see Connect Google Meet. Zoom can be chosen once a Zoom account is connected under Integrations → Video calls; see Connect Zoom.
Select Save booking rules. From that moment Google Calendar is the provider for new bookings. Visitors see the meeting named by its length, “30-minute call” for example.
4

Confirm the connection

Back on the setup page you should see the connected account together with the rules you just saved. Then open Meetings; two labels there, Google Calendar connected and Ready to book, confirm it.

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What happens when a visitor books

Visitors enter their details, select See available times, and choose a time in their own time zone. Darwin offers only times that are free on your primary calendar and on the Darwin bookings calendar, inside your weekly hours, and outside the buffer and notice you set. Events on other calendars in your Google account do not block times, and neither do events marked Free in Google Calendar. When the visitor selects Confirm meeting:
  1. Your Darwin bookings calendar gets the event. Darwin names it “Meeting with” and the visitor’s name, and whatever the visitor answered in chat goes into the description, so you can read it before the call.
  2. You are invited to that event, which is why it also shows on your main calendar; from here on it counts as busy time whenever a later visitor looks for a slot.
  3. The invitation the visitor receives comes from Google, not from Darwin. If your booking rules include a video call, the Google Meet or Zoom link goes with it.
  4. Only once Darwin has read the event back from Google Calendar does it show You’re booked in chat. After that you will find the meeting under Verified meetings in Darwin, next to the conversation that led to it.
Visitors cannot edit the event or invite other guests.

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Cancel or move a meeting

Manage bookings in Google Calendar, not in Darwin:
  • A cancellation starts in Google Calendar. Delete the event from the Darwin bookings calendar and Google tells the visitor; within a few minutes Darwin marks the meeting as canceled, without you touching anything in Darwin.
  • So does a move. Change the event’s time in Google Calendar and Google sends the visitor the update, and Darwin records the new time on its own.
  • A declined invitation counts too; if the visitor declines it, Darwin records the meeting as canceled.
  • A Zoom link changes nothing about any of this, except that Darwin also deletes the Zoom meeting when the booking is canceled, so there is nothing for you to clean up in Zoom.
Visitors do not get a reschedule or cancel link from Darwin. To change a meeting, they reply to the Google Calendar invitation or write to you. A canceled meeting stays in Meetings with its canceled status; it is not removed.

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Try the experience

Open Agent Studio from the sidebar, open its chat preview, and ask to book a meeting. The preview uses sample times; no event, invitation or video link is created, and test activity stays out of analytics and billing. To check the live connection, book a test meeting with a teammate through the chat installed on your public website. Confirm the event exists on the Darwin bookings calendar, the invitation arrived, and the meeting appears under Verified meetings in Darwin. A live booking may count toward usage; the preview does not.

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Change your booking rules

Use Change beside the rules in Darwin to adjust the duration, hours, buffer, notice or video call. New rules apply to new bookings; existing events stay as they are. Time that is already busy in Google Calendar stays unavailable without any change in Darwin. Use the Calendly or RevenueHero card if you want to switch providers. Finish saving that setup to activate it; only one provider handles new meetings.

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Connection needs attention

Darwin could not finish its subscription to your Darwin bookings calendar, and until it does two things are on hold: visitors cannot book with Google Calendar, and Darwin does not check the calendar for changes. Select Finish connection to try again. Should the notice stay, contact support with the workspace name.There is one quieter case. Google can accept the connection yet decline to send notifications, and when that happens no notice appears at all. Darwin falls back to checking the calendar for changes every ten minutes, which is why a cancellation or a moved meeting can take up to ten minutes to show.
Google no longer accepts the saved connection, for example after you removed Darwin from the third-party apps in your Google account, or the account was suspended. Select Reconnect Google Calendar and approve the permissions again. Your booking rules are kept.
First look at the booking rules, at the weekly hours and the minimum notice in particular. Then look at your primary calendar during those hours, because any event that shows you as busy hides that time, and that includes all-day events. The buffer around another meeting hides time as well. What does not hide time is an event marked Free in Google Calendar.
Darwin waits until it can read the event in Google Calendar before treating a booking as verified. Check the Darwin bookings calendar first; do not create another event to clear a pending state. See booking troubleshooting.
Disconnect stops new bookings from the chat and ends Google’s notifications for this connection. The Darwin bookings calendar and its events stay in your Google account; existing invitations are not canceled.
Choose a provider → · Connect Calendly → · Connect RevenueHero →