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# How to set up and use multiple calendars in LeadTruffle

📝 *Set up multiple booking calendars in LeadTruffle so the AI can route leads to the right schedule — by team, appointment type, or location.*

## Table of contents
* [Overview](#2-overview)
* [When to use multiple calendars](#2-when-to-use-multiple-calendars)
* [How the AI chooses a calendar](#2-how-the-ai-chooses-a-calendar)
* [Setting up an additional calendar](#2-setting-up-an-additional-calendar)
* [Writing good calendar descriptions](#2-writing-good-calendar-descriptions)
* [Google Calendar sync and mapping](#2-google-calendar-sync-and-mapping)
* [Troubleshooting](#2-troubleshooting)

## Overview
Every LeadTruffle account starts with one default calendar. If your business only needs a single booking schedule, you don't need to do anything — just keep using the default calendar.
Multi-calendar support is for businesses that need separate booking lanes. For example, you might want the AI to book in-home estimates on one calendar and phone sales calls on another.
Here's how the model works:

* Your account can have multiple LeadTruffle calendars, each with its own name, availability, booking link, and Google sync mapping.
* The AI can only book onto calendars that are **active** and set to **visible to AI**.
* Up to **3 calendars** can be visible to AI at one time.
* The default calendar is visible to AI unless you explicitly hide it.

## When to use multiple calendars

You probably need multiple calendars if:
* Sales calls and estimates are handled by different people or teams
* Different appointment types need different availability windows
* You serve multiple locations or service areas with separate schedules
* You want the AI to book different types of jobs onto different calendars
You **don't** need multiple calendars if one schedule covers all your lead appointments. In that case, keep using the default calendar as-is.

## How the AI chooses a calendar

When the AI is deciding where to book, it looks at every calendar that is currently active and visible to AI. For each one, the AI receives:
* The calendar name
* Whether it's the default calendar
* The calendar description
* Available booking slots
The AI uses the description and available slots to pick the best match for the lead's request.
**Example:**
* Calendar name: `Estimator Team`
* Description: `Use this calendar for in-home estimates and walkthroughs.`
* Lead says: *"Can someone come out to look at the project?"*

The AI should prefer the estimator calendar — as long as it's active, visible to AI, and has an open slot.

If the request could fit more than one calendar, the AI will ask a short clarifying question rather than guess. If nothing specific is implied, it falls back to the default calendar.

| The AI picks from the exact available slots LeadTruffle gives it. Each slot is already tied to a specific calendar, so the booking lands in the right place automatically.

## Setting up an additional calendar
1. Go to your calendar settings in LeadTruffle and create a new calendar.

![](https://storage.crisp.chat/users/helpdesk/website/-/d/c/4/1/dc41d3f6726e4000/image_y6b0kt.png =750x278)

2. Give it a clear name (e.g. `Estimator Team`, `Sales Calls`, `North Austin`).
3. Write a short description that tells the AI when to use it — see the next section for tips.
![](https://storage.crisp.chat/users/helpdesk/website/-/d/c/4/1/dc41d3f6726e4000/image_vf7nnl.png =750x715)

4. Set its availability hours.
5. Toggle **Visible to AI** on if you want the AI to book onto it.

![](https://storage.crisp.chat/users/helpdesk/website/-/d/c/4/1/dc41d3f6726e4000/image_ss8tw6.png =750x223)

6. Map it to the appropriate Google Calendar if necessary (see Google sync section below).
Additional calendars are **hidden from AI by default** — you have to turn AI visibility on manually.
||| You can only have up to 3 calendars visible to AI at once. If you've hit the limit, hide one before enabling another.

## Writing good calendar descriptions

The description is what the AI reads to decide whether to use a calendar. Keep it short and operational. A good description answers one question: *When should the AI use this calendar?*
**Good examples:**
* `Use this calendar for in-home estimates and walkthroughs.`
* `Use this calendar for phone sales calls about pricing and service plans.`
* `Use this calendar for commercial roofing appointments.`
* `Use this calendar for North Austin service requests.`
**Weak examples to avoid:**
* `Calendar 2`
* `Team schedule`
* `Appointments`
* Long descriptions with several unrelated rules
If the AI is consistently choosing the wrong calendar, improving the descriptions is the first thing to check.

## Google Calendar sync and mapping

LeadTruffle connects **one Google account per company**. Once connected, you map calendars from that Google account to each LeadTruffle calendar individually.
**Example mapping:**
| LeadTruffle calendar | Google calendar |
| ---- |
| Default Calendar | Company Main Calendar |
| Estimator Team | Estimator Availability |
| Sales Calls | Sales Team Calendar |
This means busy time from Google only blocks the LeadTruffle calendar it's mapped to. If the estimator is busy from 2–3 PM, that block shows up on the `Estimator Team` calendar — but not on `Sales Calls`, unless you've mapped `Sales Calls` to the same Google calendar.
One LeadTruffle calendar can map to more than one Google calendar if needed.
### Disconnecting a mapping
Disconnecting a calendar mapping:
* Clears the saved mapping for that LeadTruffle calendar
* Stops future Google sync from importing busy blocks for that calendar
* Clears future Google-imported busy blocks from that calendar
* Does **not** disconnect your Google account
* Does **not** affect mappings on other LeadTruffle calendars

## Troubleshooting

### The AI isn't using the calendar I set up
Check all of the following:
* Is the calendar **active**?
* Is **Visible to AI** turned on?
* Are you already at the 3-calendar AI-visible limit?
* Does the calendar have available slots for the time the lead requested?
* Is the calendar description specific enough for the AI to recognize when to use it?
### The AI booked on the wrong calendar
* Review descriptions on all AI-visible calendars for overlap or vague wording
* Check whether another visible calendar had a more specific description that matched the lead's request
### Google sync is blocking time on the wrong calendar
* Open the Google mapping for each LeadTruffle calendar and confirm the correct Google calendars are selected
* Remember: busy time from a Google calendar only blocks the LeadTruffle calendars it's mapped to
### I disconnected a mapping but the blocked time is still there
* Refresh the page and recheck — disconnecting should clear future Google-imported blocks
* If time still appears blocked, check whether it's a manual availability exception, an existing appointment, or another still-active Google mapping

Need help? Contact us at support@leadtruffle.com or message the team via the chat on this article or in-app.