Integration
AI voice assistant with Google Calendar integration
The essentials at a glance
- Appointments land directly in the Google Calendar of the person concerned: booked, moved, cancelled.
- Your own entries block the time automatically: usually within a minute, guaranteed within an hour.
- One calendar per person and location, also with several staff members and several addresses.
- Bookable up to 90 days ahead.
- The calendar entry contains only the treatment and the name; phone number and notes stay in Voxtra.
How the connection works
Voxtra gets access to exactly the calendars you share. You have two options: you share your existing Google Calendar with the address we give you, or we create a calendar for each person. We set all of this up; we handle the set-up, and your computer stays as it is.
Both options stay open. If we created the calendar and you would later like to use your own, we enter it; the appointments already booked move over with it.
During the call: checking and entering
In the conversation, Voxtra checks the free times, suggests suitable appointments and enters the booking: with the right person, at the right location, with the duration of the chosen treatment. Moving and cancelling are handled by the assistant in the same way, late in the evening and at the weekend too.
If an appointment changes location when it is moved, it disappears from the old calendar and appears in the new one. Voxtra takes care of copying across and tidying up.
Whatever you enter yourself blocks the time
Holidays, further training, a private appointment, a customer who booked at reception: everything that is in a connected calendar counts as busy for Voxtra. The assistant offers only free times.
A change usually arrives in less than a minute; after an hour at the latest, every connected calendar has been re-synced in any case.
An entry you make yourself in Google Calendar remains a calendar entry. Appointments with customer data and confirmation arise only from bookings made by Voxtra. What the assistant has booked itself, on the other hand, it manages in full.
What is visible in the calendar
The calendar entry contains the treatment and the customer’s name. Telephone number, notes and further details stay in Voxtra. Whoever has access to the calendar therefore sees only what is essential.
This fits the rest of the approach: call data serves only the services agreed with your practice. Voxtra is designed for the revised Swiss Federal Act on Data Protection (revFADP) and the EU GDPR.
If Google is ever down
The leading calendar for booking is Voxtra itself; Google Calendar receives every appointment afterwards. If the connection fails at the wrong moment, every confirmed appointment is kept: it is stored with us and added back automatically as soon as Google is reachable again. Every appointment arises exactly once in the process.
If Google is disrupted for longer, the assistant says openly in the conversation that bookings are paused right now: an honest answer is better than an appointment missing from the calendar.
Other systems and limits
If you work with practice software instead of Google Calendar, there are dedicated connections to OneDoc and ePhysio. For Outlook and Microsoft 365 a connection is available on request; it is in preparation.
Callers can book up to 90 days ahead. What else the assistant handles over the phone is described under Automated appointment booking; what it costs, under Costs and prices.
Swiss-made software from Zurich
Voxtra is a Swiss product in its own right: the software stack is developed, owned and operated by Voxtra GmbH in Zurich. For Swiss practices that means short lines of communication, a local contact and data protection that meets Swiss expectations.
Sensitive call and appointment data is treated confidentially and serves only the services agreed with your practice. The revised Swiss Data Protection Act (revFADP) is therefore part of the product.