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How to set up the Google Calendar integration in Nuvia

Connect Google Calendar to Nuvia so Smart Funnels book meetings automatically, with support for multiple accounts and shared calendars.

Available on
All plans
Who can do it
Admin.

The Google Calendar integration lets Smart Funnels (AI agents) create events on your calendar when a qualified lead confirms a time on WhatsApp, with no manual work. It's what closes the flow from qualification to scheduling.

Available on: All plans.

Who can do it: Admin.

What you need before you start

  • Admin access to your Nuvia account

  • An active Google Workspace or personal Google (Gmail) account

  • Permission to connect third-party apps to your Google account

  • Clarity about which calendar will be used for scheduling (personal, team, shared)

  • An understanding of how Smart Funnels use the calendar to book meetings

Connect a Google Calendar account

  1. In the side menu, click the 3 dots on the profile icon and select Settings

  2. In the side menu, select Integrations

  3. Find Google Calendar and click Integrate

  4. Click Add account

  5. Review and grant the requested permissions

  6. Click Connect account

  7. Authorize the connection in Google

  8. You're redirected back to Nuvia, and the integration shows the Connected status

Requested permissions

During authorization, Google shows what Nuvia needs to access:

  • See, create, edit, and delete events on your calendars: Needed for the AI to book meetings

  • See the list of your calendars: Needed to identify which calendar to create the event on

How to know it worked

  • The integration shows the Active status

  • The email of the connected Google account appears (e.g., seu.email@gmail.com)

  • The Disconnect and Add account actions become available

Manage multiple connected accounts

You can connect more than one Google Calendar account, which is useful when you have a personal and a work account, or when different agents need to book on different calendars.

Scheduling settings (per account)

Each connected Google Calendar account has its own scheduling settings. Go to Settings > Integrations > Google Calendar > Manage, click the account's 3 dots, and open Calendar settings.

  • Check availability before booking (on by default): Before creating the event, Nuvia checks your calendar to confirm the time is still free. If there's a conflict, the event isn't created and the agent offers the lead another time.

  • Buffer between meetings (off by default): Adds a gap, in minutes, between an existing appointment and the next booking, so you don't go straight from one meeting into another. When it's on, enter the buffer minutes.

  • Customize event title (off by default): Sets the title of all events created by the AI on this account. Accepts personalization variables (e.g., #{{var_contact_name}}), the same ones used in message templates, including contact custom fields; variables with no value are removed automatically and the title is limited to 100 characters. If you leave the field empty, the title follows the default (set by the agent's prompt or “Agendamento de {nome}”). Note: campaign column variables (var_col_*) aren't resolved here.

In the account list, the Scheduling column summarizes each account's setup: whether it checks the time or not, and the buffer set.

How Smart Funnels use the calendar

The integration is used mainly by Smart Funnels (AI agents) to book meetings on their own.

Automatic scheduling flow

  1. The lead talks to the Smart Funnel on WhatsApp

  2. The agent qualifies the lead with questions about need, context, and timing

  3. When the lead is ready, the agent offers to book a meeting

  4. The lead confirms a time on WhatsApp (or through a booking link, if set up)

  5. The agent creates the event on the connected calendar, with:

    • Title: Lead name and subject (e.g., “Meeting with João Silva, Nuvia Demo”)

    • Date and time: The time confirmed by the lead

    • Description: Summary of the conversation and the opportunity context

    • Guest: The lead's email, when available

  6. The event appears on your calendar and syncs in real time with your devices connected to the Google account

The time zone is detected automatically from your Google account, so the time confirmed by the lead lands at the right moment on your calendar.

Choose which calendar the Funnel uses

  1. Go to Smart Funnels (the AI Agents module)

  2. Create a new Funnel or edit an existing one

  3. Inside the agent's prompt, use the special character “@” to open the tools menu, and search for calendar + email to set the calendar.

  4. Save your changes

Disconnect a Google Calendar account

  1. In the side menu, click the 3 dots on the profile icon and select Settings

  2. In the side menu, select Integrations

  3. Find Google Calendar and click Manage

  4. On the right side of the account you want to remove, click the 3 dots and then Disconnect

  5. Read the warning and confirm

Frequently asked questions

Frequently asked questions

Does the integration work with any type of Google account?

Yes. It works with personal Google (Gmail), corporate Google Workspace, and Google education accounts. The condition is having permission to authorize third-party apps on the account.

Does Nuvia check whether I already have an appointment at that time before booking?

Yes, when the Check availability before booking option is on (the default) in the account's Calendar settings. If the time is already taken, the event isn't created and the agent offers the lead another time.

How do I keep the AI from booking meetings back to back?

Turn on Buffer between meetings in Calendar settings and enter the buffer minutes. Nuvia then respects that gap between an appointment and the next booking.

Where do I set the duration of booked meetings?

Duration isn't in Calendar settings. It's defined by the Smart Funnel during the conversation. Calendar settings only control the availability check and the buffer between meetings.

Can I customize the event title and description?

Yes. The title is set by the Customize event title field in the account's Calendar settings (Settings > Integrations > Google Calendar > Manage > 3 dots > Calendar settings). It applies to all events created by the AI on that account and accepts personalization variables (e.g., #{{var_contact_name}}), the same ones used in message templates, including contact custom fields; variables with no value are removed automatically (the title never goes out with #{{…}}). The precedence is: template set in the integration > title suggested by the AI (Funnel prompt) > default “Agendamento de [Lead Name]”. If you leave the field empty, the title follows the agent's prompt or the default. The description is filled in by the AI (up to 200 characters); title and description are separate fields.

Note: campaign column variables (var_col_*) aren't resolved in this context.

If I disconnect the account, are events already created deleted?

No. Events already created stay in Google Calendar. Disconnecting only stops new ones from being created. To remove old events, delete them manually in Google Calendar.

If I edit an event manually in Google Calendar, does Nuvia sync the change?

No. Sync is one-way, from Nuvia to Google Calendar. The integration only creates events and doesn't bring back edits made in Google.

Do I need to set up webhooks or APIs manually?

No. After you connect the account, authorization and everything else is managed by the platform.

Are events created in real time?

Yes. When a Funnel creates an event, it shows up right away in your Google Calendar and on the devices connected to the account.

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