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

How Your Agents Decide When You’re Free

Every slot you add is either Busy or Available. Your agents follow the same rule every day:

1. Busy time is never booked. That includes your TriLuna meetings and, if connected, events in your Google Calendar.
2. On a day with Available time, you can only be booked inside it.
3. On a day with no Available time, you’re open 8 AM – 8 PM, apart from anything Busy.

The rule applies day by day. Marking Monday 9–5 Available limits Monday only. Days you haven’t touched stay open 8 AM – 8 PM.

If you’re generally free

Only add Busy slots for the times you can’t take calls: meetings, lunch, the gym. Everything else from 8 AM to 8 PM is bookable.

You add a weekly Busy slot for Tuesday 1–2 PM and one for Thursday 3–5 PM. Your agent offers any other time from 8 AM to 8 PM.

If you only take appointments at set times

Add Available slots for those times, and close the days you don’t work by adding an all-day Busy slot (8 AM – 8 PM) for them.

You add weekly Available slots for Monday 2–4 PM and Wednesday 10 AM–12 PM, and weekly Busy slots from 8 AM to 8 PM on Tuesday, Thursday and Friday. Your agent only offers Monday 2–4 and Wednesday 10–12.

Mixing both

Busy always wins. If you’re Available Monday 9–5 but add a Busy slot for 12–1, your agent offers 9–12 and 1–5.

Reading the Calendar

Each day shows its slots as small coloured chips:

• Red: Busy. Your agents won’t book you then.
• Green: Available. Your agents can offer this time.
• Purple: A TriLuna meeting. Click it to open the meeting.
• Repeat icon (⇄): A weekly slot that shows up on every matching day.

Today’s date is circled in blue. Use the arrows to change month and Today to jump back. Below the month grid, Every week lists all your weekly slots in one place.

Adding a Slot

A one-time slot

1. Click empty space on the day you want, or click New slot at the top.
2. Enter a title (optional, e.g. “Dentist” or “Client consultations”).
3. Under I am, choose Busy — don’t book me or Available — open to book. New slots start as Busy.
4. Leave Repeats on One time, then set the date and the From and To times.
5. Add notes if you want, then click Add slot.

A weekly slot

For anything that repeats every week (office hours, a class, a standing meeting, pool night):

1. Click New slot, or + Add weekly slot under Every week.
2. Set Repeats to Every week.
3. Choose the day under Every, set the times, and pick Busy or Available.
4. Click Add slot. The slot now shows on that day in every week of the calendar.

Example Recurring Patterns:

Regular Business Hours: Monday-Friday, 9:00 AM - 5:00 PM, Available On weekdays your agents only offer 9 to 5. Weekends stay open 8 AM – 8 PM unless you add Busy slots for them.

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

Editing and Deleting Entries

Edit a slot

1. Click the slot’s chip on any day. For a weekly slot you can also click Edit next to it under Every week.
2. Change what you need: title, Busy/Available, day or date, and times.
3. Click Save changes.

Editing a weekly slot changes it for every week, not only the day you clicked.

Delete a slot

1. Click the slot to open it.
2. Click Delete and confirm.

A one-time slot also has Details (its own page) and Download .ics (add it to another calendar app) links when you open it.

Meetings are managed from the Meetings page. Clicking one in the calendar opens it there.

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, it’s added to your calendar as a Busy slot so it can’t be booked twice
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 a weekly Available slot, 9:00 AM – 5:00 PM, for each weekday (Monday to Friday)
2. Add a weekly Busy slot, 12:00 – 1:00 PM, for each weekday
3. Add a weekly Busy slot, 8:00 AM – 8:00 PM, for Saturday and Sunday
4. Your agent offers 9–12 and 1–5 on weekdays, and nothing at weekends

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

Setup:

1. Add a Busy slot for each meeting or blocked time (weekly slots for the ones that repeat)
2. You don’t need to add Available slots at all
3. Your agent assumes you’re available at all other times during business hours

Scenario: “I’m taking vacation next week”

Setup:

1. Add a one-time Busy slot, 8:00 AM – 8:00 PM, on each day of your vacation
2. Your agents won’t offer any appointments on those days

Scenario: “I want different hours on different days”

Setup:

1. Add a weekly Available slot for each day you work, with that day’s hours:
   • Monday: 9 AM – 5 PM
   • Tuesday: 10 AM – 2 PM
   • Wednesday: 9 AM – 5 PM
   • And so on
2. Add a weekly Busy slot, 8 AM – 8 PM, for any day you don’t work. Otherwise that day stays open 8 AM – 8 PM.

Syncing with External Calendars

See TriLuna appointments in Apple Calendar, Outlook or Google: subscribe to your TriLuna calendar from Calendar → Subscribe in other apps, and get phone notifications when your agent books something. See See Your TriLuna Calendar in Apple Calendar, Outlook or Google.

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:

• Is that day untouched? A day with no Available slots is open 8 AM – 8 PM. Add a Busy slot to close it.
• Have you saved your calendar entries?
• Are your time zones set correctly?
• Do you have weekly Busy slots set up for regular blocked times?

My agent says I have no availability

Check:

• On a day with Available slots, only those hours are offered. Are they long enough for the appointment?
• Is a Busy slot, a meeting, or a Google Calendar event covering the time?
• Have you accidentally blocked all your time?

I can’t delete a calendar entry

Try:

• Refreshing the page
• Checking whether it’s a meeting (purple). Meetings are cancelled from the Meetings page, not the calendar.
• 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