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
• When to use multiple calendars
• How the AI chooses a calendar
• Setting up an additional calendar
• Writing good calendar descriptions
• Google Calendar sync and mapping
• 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.

Setting up an additional calendar

1. Go to your calendar settings in LeadTruffle and create a new calendar.

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.

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

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.

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:

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.

Updated on: 16/06/2026