Connecting Your Calendar

Overview#Copy link

Connecting your calendar to Agency Hero enables automatic meeting capture and intelligence extraction from your scheduled calls. Once connected, Agency Hero detects upcoming meetings, joins them to record and transcribe conversations, and automatically generates insights, action items, and decisions from your client interactions.

Supported Calendar Providers#Copy link

Agency Hero currently supports Google Calendar integration, covering both personal Gmail and Google Workspace accounts. Authentication uses OAuth 2.0 for secure, password-free access.

Prerequisites#Copy link

Before connecting, confirm the following:

• You have a Google Workspace or personal Gmail account.
• If your organization uses a managed Google Workspace domain, a Google Workspace admin may need to allow third-party app access before you can authorize Agency Hero. Contact your admin if the OAuth consent screen shows an access-blocked error.

Why Connect Your Calendar#Copy link

Calendar integration is the foundation of Agency Hero’s meeting intelligence system. Connecting your calendar enables:

Automatic Meeting Detection — Agency Hero monitors your calendar for upcoming meetings and identifies which ones should be captured based on your workspace meeting rules.

Bot Deployment — When a qualifying meeting is detected, Agency Hero automatically joins the call to record and transcribe the conversation — no manual triggering required.

Meeting Context — Calendar metadata (title, participants, description, scheduled time) enriches meeting intelligence and routes conversations to the correct workspace.

Workspace Routing — Meeting titles and participant lists help Agency Hero determine which client workspace a meeting belongs to, keeping intelligence organized.

Without calendar access, meeting capture must be triggered manually for every call.

Connecting Google Calendar#Copy link

1. Navigate to Settings → Calendar in Agency Hero.
2. Click Connect Google Calendar.
3. You’ll be redirected to Google’s OAuth consent screen. Review the requested permissions and click Allow.
4. After authorizing, you’ll be redirected back to Agency Hero. Your calendar will show a brief syncing status while the initial sync completes — this is normal.

Agency Hero never sees your Google password. You can revoke access at any time from your Google Account security settings.

Note: The authorization link expires after 10 minutes. If the OAuth window times out or is closed before you complete the flow, return to Settings → Calendar and start again.

Permissions and Privacy#Copy link

Agency Hero requests read-only access to your Google Calendar using two OAuth scopes:

• calendar.readonly — access to your calendar list and calendar metadata
• calendar.events.readonly — access to event details (title, participants, time, location)

Agency Hero cannot write, modify, or delete calendar events. It does not request access to any other Google service (Gmail, Drive, etc.) or to calendars outside the authenticated account.

What Happens After Connection#Copy link

After you authorize, Agency Hero immediately begins an initial background sync:

• Historical events: 6 months of past events are fetched to establish context.
• Upcoming events: 90 days of future events are fetched to prime meeting detection.

This sync runs in the background and typically completes within a minute or two. During this time you may see a syncing status on the Calendar settings page — once complete, the status will change to active.

Connection status progresses through the following states:

Once active, the calendar sync worker runs continuously in the background:

Meeting Discovery — Agency Hero scans for upcoming meetings within your configured time window.

Meeting Rule Evaluation — Each detected meeting is evaluated against your workspace meeting rules, matching on title patterns, participant email domains, or other calendar metadata.

Bot Scheduling — When a meeting matches a rule, Agency Hero schedules a bot to join at the appropriate time.

Intelligence Routing — After the meeting, transcripts and extracted intelligence are routed to the matched workspace automatically.

Managing Your Calendar Connection#Copy link

You can view connection status, reconnect, or disconnect at any time from Settings → Calendar.

Reconnecting — If calendar access expires or is revoked, return to Settings → Calendar and click Reconnect Google Calendar to go through the OAuth flow again.

Disconnecting — Click Disconnect to revoke Agency Hero’s access token. Meeting detection stops immediately.

To configure which calendars are synced, set event filters, or manage AI processing consent, see Calendar Sync Settings.

Troubleshooting#Copy link

OAuth window timed out or was closed — The authorization link expires after 10 minutes. Return to Settings → Calendar and restart the connection flow.

Access blocked on the Google consent screen — Your Google Workspace admin has restricted third-party app access. Ask your admin to allow Agency Hero in the Google Workspace Admin Console.

No meetings are being detected — Confirm your calendar connection shows active in Settings → Calendar. Then verify your meeting rules are configured and match the title or participant patterns of your calendar events.

Calendar connection shows an error — OAuth tokens can expire if not refreshed. Reconnect your calendar from Settings → Calendar to generate a fresh token.

Next Steps#Copy link

With your calendar connected, configure meeting rules to define which meetings Agency Hero should capture and which workspace they belong to.

• Calendar Sync Settings — Choose which calendars to sync, filter events, and manage AI processing consent.
• Configuring Meeting Rules — Set up title and participant matching rules to route meeting intelligence to the correct client workspace.