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Website Calendar Booking

Website Calendar Booking turns a connected website’s booking panel into a live view of your Google Calendar. Visitors see real open times, choose a slot, and receive a Google Calendar invitation with Google Meet details after the booking is confirmed.

TROPIKAL uses two managed Jobs together:

  • Intro call availability reads your approved calendar and shows only open times inside your booking schedule.
  • Intro call booking checks the selected time again and creates the calendar event only when it is still available.

The setup creates and activates both Jobs together. You do not need to build their steps or copy booking rules into the website.

Before you start

You need:

  • A website connected through TROPIKAL Connect.
  • A Google Calendar Access connected to your TROPIKAL account.
  • Permission for TROPIKAL to read availability and create events in the chosen calendar.

If your existing Google Calendar Access is missing a required permission, the setup can ask you to approve the additional access without leaving the flow.

Add calendar booking

  1. Open TROPIKAL Connect in your website admin.
  2. In the Jobs card, click Add Job.
  3. Choose Add a booking calendar.
  4. Select the Google Calendar account to use.
  5. Approve any requested calendar access.
  6. Wait for the ready message. TROPIKAL returns you to the website admin after both Jobs are live.
  7. Open the public booking panel and confirm that available dates and times appear.

The current one-click setup uses the primary calendar of the selected Google Calendar account. An owner can audit or change the selected Access and calendar from the booking Jobs after setup.

Running the same setup again with the same website and calendar is safe. It updates the existing booking setup instead of creating a second live pair.

Default schedule

The initial intro-call schedule uses:

Setting Default
Booking timezone Europe/Berlin
Available days Monday to Friday
Morning window 09:00 to 11:30
Afternoon window 13:00 to 16:30
Time between offered starts 30 minutes
Call length 15 minutes
Minimum notice 2 hours
Booking horizon 60 days

To change the schedule, open either booking Job and use its Booking settings. You can change weekly hours, closed dates, call length, notice, horizon, and timezone. TROPIKAL applies the same policy to availability and booking, so a visitor cannot book outside the times you offer.

For an occasional blocked time, create a normal busy event in the selected Google Calendar. That period disappears from public availability.

What visitors experience

  1. The booking panel loads open times from your current calendar.
  2. Times are displayed in the visitor’s local timezone.
  3. The visitor enters their name, email, phone number, and optional context.
  4. A human check protects the event-creation step from automated abuse.
  5. Before creating anything, TROPIKAL checks the schedule and calendar again.
  6. When confirmed, the visitor receives the Google Calendar invitation and Google Meet details.
  7. The newly booked time disappears from availability.

TROPIKAL does not show guessed, cached, or placeholder availability. If the live calendar cannot be checked safely, the booking panel reports that times are temporarily unavailable and creates no booking.

How duplicate booking is prevented

  • Retrying the same booking attempt does not create a second calendar event.
  • Two visitors cannot take the same time at once.
  • A time that became busy after it was displayed is rejected before event creation.
  • An overlapping booking for the same attendee is rejected.

Check that booking is working

After setup:

  1. Confirm the public panel shows times that match your schedule.
  2. Add a temporary busy event to Google Calendar and confirm the affected time disappears.
  3. Book a test slot using an email address you control.
  4. Confirm the Google Calendar invitation and Meet details arrive.
  5. Confirm the booked slot is no longer offered.

Troubleshooting

Symptom First check
“We couldn’t load available times” Confirm the website is still connected and the selected Google Calendar Access does not need reconnection.
Setup cannot publish the booking Jobs Reconnect the Google account and approve both availability and event access, then run Add a booking calendar again.
No dates are available Check Booking settings, closed dates, the 60-day horizon, and busy events in the selected calendar.
A selected time is no longer available Another event took the time after it was displayed. Choose a new returned slot.
The human check fails Refresh the booking page, complete the new check, and submit the same slot again.
The invitation does not arrive Check the attendee email address and the event in the selected Google Calendar. The implemented confirmation delivery is the Calendar invitation.

If the public panel still reports that times are unavailable after reconnecting the calendar and rerunning setup, include the website name, approximate time, and visible error when contacting TROPIKAL support. Never include passwords or private account credentials.