Calendar & Availability User Guide

What is the Calendar Feature?

The TriLuna Calendar allows you to control when your AI agents can schedule calls or appointments with you. When someone tries to book time with you through your AI agent, the agent will check your calendar and only offer times when you’re available.

How to Access Your Calendar

1. Log into your TriLuna dashboard at https://triluna.app
2. Click on “Calendar” in the main navigation menu
3. You’ll see your calendar view where you can manage your availability

Two Ways to Use Your Calendar

TriLuna offers two different approaches to managing your availability. Choose the one that fits your workflow:

Option 1: Mark Available Times

Best for: People with specific, limited availability (like office hours or consultation slots)

How it works: You explicitly mark the times when you ARE available. Your AI agents will only schedule during these marked times.

Example:

You mark yourself as available on Mondays 2-4 PM and Wednesdays 10 AM-12 PM. Your AI agent will only offer appointment slots during these specific windows.

Option 2: Mark Unavailable Times

Best for: People who are generally available but have specific blocked times (meetings, appointments, personal time)

How it works: You mark the times when you are NOT available. Your AI agents assume you’re available during normal business hours (8 AM - 8 PM by default) except for the times you block.

Example:

You block out Tuesday 1-2 PM for lunch and Thursday 3-5 PM for a standing meeting. Your AI agent will offer any other time during business hours for appointments.

Adding Calendar Entries

Adding a Specific Date/Time

1. In your calendar view, click on the date you want to manage
2. Click “Add Availability” or “Block Time” (depending on your mode)
3. Fill in the details:
   • Date: The specific day
   • Start Time: When the slot begins
   • End Time: When the slot ends
   • Available/Unavailable: Toggle whether this is open or blocked time
   • Title: Optional description (e.g., “Client consultations” or “Lunch break”)
   • Notes: Optional additional details
4. Click “Save”

Setting Up Recurring Weekly Availability

For times that repeat every week (like regular business hours), use recurring patterns:

1. In your calendar, click “Recurring Availability”
2. Click “Add Recurring Pattern”
3. Select:
   • Day of Week: Which day this repeats (Monday, Tuesday, etc.)
   • Start Time: When it begins each week
   • End Time: When it ends each week
   • Available/Unavailable: Whether this is open or blocked time
   • Title: Description (e.g., “Office Hours” or “Weekly Team Meeting”)
4. Click “Save”

Example Recurring Patterns:

Regular Business Hours: Monday-Friday, 9:00 AM - 5:00 PM, Available Your agents will offer appointments during these hours every week.

Weekly Team Meeting: Tuesday, 10:00 AM - 11:00 AM, Unavailable This time is automatically blocked every Tuesday.

Editing and Deleting Entries

Edit an Entry:

1. Click on the calendar entry you want to change
2. Click “Edit”
3. Make your changes
4. Click “Save”

Delete an Entry:

1. Click on the calendar entry you want to remove
2. Click “Delete”
3. Confirm the deletion

How Your AI Agents Use Your Calendar

When someone interacts with your AI agent and tries to schedule time with you:

1. The agent checks your calendar to see what times are available
2. The agent offers only available slots to the caller
3. When a time is booked, that slot can be marked as unavailable (depending on your settings)
4. You can review scheduled appointments in your calendar and call history

Tips for Managing Your Calendar

Keep It Updated

Update your calendar regularly, especially when your schedule changes. Your AI agents rely on accurate availability information.

Use Recurring Patterns for Regular Schedules

If you have the same availability every week (like office hours), set up recurring patterns instead of creating entries for each day. This saves time and ensures consistency.

Block Buffer Time

Consider blocking 5-10 minutes before and after appointments to give yourself transition time between calls.

Set Realistic Availability

Don’t overschedule yourself. It’s better to have fewer available slots that you can honor than to be constantly overbooked.

Review Upcoming Availability

Check your calendar view regularly to ensure your availability looks correct for the coming days and weeks.

Common Scenarios

Scenario: “I’m available for consultations every weekday 9-5, except lunch”

Setup:

1. Add recurring pattern: Monday-Friday, 9:00 AM - 12:00 PM, Available
2. Add recurring pattern: Monday-Friday, 1:00 PM - 5:00 PM, Available
3. Your lunch break (12-1 PM) is automatically not available

Scenario: “I’m generally available, but I have specific meetings to block”

Setup:

1. Use “Unavailable Times” mode
2. Add specific unavailable entries for each meeting or blocked time
3. Your agent assumes you’re available at all other times during business hours

Scenario: “I’m taking vacation next week”

Setup:

1. Add unavailable entries for each day of your vacation
2. Or, add a single multi-day unavailable block if your calendar supports it
3. Your agents won’t offer any appointments during that time

Scenario: “I want different hours on different days”

Setup:

1. Create separate recurring patterns for each day
2. Monday: 9 AM - 5 PM
3. Tuesday: 10 AM - 2 PM
4. Wednesday: 9 AM - 5 PM
5. And so on…

Syncing with External Calendars

You can integrate your TriLuna calendar with external calendar systems like Google Calendar, Outlook, or Calendly using the Calendar API.

See our Calendar API Integration Guide for detailed instructions on connecting external calendars.

Common Integrations:

• Google Calendar: Automatically block TriLuna time when you have Google Calendar events
• Outlook Calendar: Sync Outlook appointments to TriLuna availability
• Calendly: Prevent double-booking between Calendly and TriLuna
• Other CRM/Scheduling Tools: Use Zapier or our API to connect any calendar system

Troubleshooting

My agent is offering times when I’m not available

Check:

• Are you in the correct calendar mode (Available vs. Unavailable times)?
• Have you saved your calendar entries?
• Are your time zones set correctly?
• Do you have recurring patterns set up for regular blocked times?

My agent says I have no availability

Check:

• If using “Available Times” mode, have you added available slots?
• Are your available times in the future (not past dates)?
• Have you accidentally blocked all your time?

I can’t delete a calendar entry

Try:

• Refreshing the page
• Checking if the entry is a recurring pattern (recurring patterns are deleted from the Recurring Availability section)
• Contacting support if the issue persists

My calendar shows the wrong time zone

Fix:

• Go to your Profile Settings
• Check your time zone setting
• Update to the correct time zone
• Calendar times are displayed in your account’s time zone

Advanced Features

Calendar API Access

For advanced integrations and automation, you can access your calendar programmatically using our REST API.

What you can do:

• Read your availability from external apps
• Create calendar entries automatically
• Sync with other scheduling systems
• Build custom availability management tools

See the Calendar Public API Documentation for technical details.

Webhook Notifications

You can configure webhook notifications to be alerted when:

• Someone schedules an appointment through your agent
• Your availability changes
• Appointments are cancelled or rescheduled

Webhook setup requires API access. Contact support for assistance.

Privacy and Security

Who Can See Your Calendar?

• You: Full access to view and manage all details
• Your AI agents: Can see available vs. unavailable times (but not titles or notes)
• Callers: Only see available time slots, never your private calendar details
• Other users: Cannot see your calendar unless you explicitly share access

What Information is Shared?

When someone tries to book time with you:

• Shared: Which time slots are available
• NOT shared: Titles, notes, reasons for blocking, or other calendar details

Quick Reference

Related Articles

• Calendar API Integration Guide
• How to Set Agent Behavior
• Agent Voice Selection

Getting Help

Need assistance with your calendar?

• Email support@triluna.app
• Use the chat widget in your dashboard
• Browse our Help Center
• For API integration help, see our API Integration Guide