Separate the request from the calendar event
A caller can request Tuesday at 2 p.m. That does not prove the time is free. A safe workflow keeps three states distinct:
- Requested — the caller supplied a preferred time;
- Event created — the connected calendar accepted an event;
- Confirmed — your business has approved the time and told the caller.
After you connect Google through OAuth and choose a calendar, an Appointment Scheduled event can create a calendar event. It does not query free/busy availability or reschedule an existing event.
Minimal workflow
- Capture the caller, reason, requested start time, timezone, location, and relevant notes.
- Store the appointment request in AnswerCheap.
- Emit the supported appointment event.
- Create an event in the selected Google Calendar.
- Store the returned Google event ID for traceability.
- Let the team check conflicts, changes, and confirmation.
Failure and duplicate rules
- A connected Google account is not proof that event creation works.
- Use a test booking, then verify a real Calendar event before relying on the path.
- Keep one stable identifier for the same appointment so retries do not create a second event.
- If Google rejects the event, preserve the booking request for human follow-up.
- Do not tell the caller the time is confirmed unless your workflow has actually confirmed it.
Notes belong on a need-to-know basis
Calendar descriptions may be visible to more people than the AnswerCheap call record. Include the contact and service details needed for the visit. Leave out transcript details the calendar does not need.
Check the Google Calendar setup and event limits before enabling the workflow.