0.2 - Create & Activate Your Calendar

Creating and Activating a Round Robin Calendar for AI Assistant Integration

Objective

To provide a clear and concise set of instructions for team members to create and activate a Round Robin calendar, ensuring that AI assistants can book appointments effectively. This SOP aims to minimize misunderstandings and errors while maximizing productivity and accuracy in task execution.

Key Steps

1. Access the Calendar Creation Tool

   • Log into the system where the calendar needs to be created.

2. Create a New Calendar

   • Click on the option to create a new calendar.

   • Choose the "Round Robin" option for flexibility.

3. Assign a Team Member

   • Select a team member from the previously created team who will be associated with this calendar.

4. Name the Calendar

   • Enter a name for the calendar. It can be a descriptive name or a random number for testing purposes.

5. Set Meeting Duration

   • Specify the meeting duration as 30 minutes.

6. Define Booking Availability

   • Set the booking availability to Monday through Friday, from 8 AM to 5 PM Central Time.

7. Confirm Calendar Creation

   • Click on the "Confirm" button to finalize the creation of the calendar.

8. Publish the Calendar

   • Ensure that the calendar status is set to "Published."

   • If it shows "Draft," click on the three dots next to the calendar name and select "Activate Calendar."

Cautionary Notes

• Activation Requirement: If the calendar is not activated, appointments cannot be booked. Always verify the calendar status after creation.

• Time Zone Awareness: Ensure that the time zone (Central Time) is correctly set to avoid scheduling conflicts.