vicious-gold•4mo ago
Google Calendar checkAvailability Tool Not Preventing Double Bookings
Hi VAPI team,
I’m experiencing an issue with the Google Calendar integration. Specifically, the checkAvailability tool is not reliably preventing double bookings. The AI assistant is able to book appointments even when there's already an event scheduled for the same time slot.
The assistant uses checkAvailability first, then createEvent if the time appears free
Problem:
Despite checking availability, the AI sometimes proceeds to book overlapping appointments. Either:
checkAvailability is not detecting existing events as conflicts
or
The tool is returning empty or unclear data, and the assistant isn't correctly interpreting it
In both cases, it leads to events being double-booked.
What I Need:
Confirmation that checkAvailability does check for conflicts with existing events
Clarification on the expected output format so the AI can reliably validate open slots
Any recommended adjustments or safeguards to ensure that an event is only booked when no conflict exists
9 Replies
conscious-sapphire•4mo ago
Are you using the native check availability tool or make.com integration?
adverse-sapphire•4mo ago
The checkAvailability tool does detect scheduling conflicts via a busy array, and to prevent double bookings, your assistant must explicitly verify that busy is empty, ensure consistent timezone formatting, handle edge overlaps with buffer time, and optionally re-check availability just before creating the event to catch last-minute changes or race conditions..
Hey! To help track down this issue, could you share:
- The call ID
- When exactly this happened (the timestamp)
- What response you expected to get
- What response you actually got instead
This would really help us figure out what went wrong!
This would really help us figure out what went wrong!
dependent-tan•4mo ago
Facing the same issue, double checked everything .. even busy array is not empty. Added in prompt to check busy array, added conditions for that also. But still it's scheduling appointment even when whole day is marked as unavailable.
Hey Jax,
I wanted to let you know that we're managing a high volume of support requests at
the moment, so our response time might be a bit slower than usual.
I truly appreciate your understanding and will get back to you as soon as possible!
Thanks again for your patience! Hey Jax, I sincerely apologize for the delay in our responses this week. We experimented with some process adjustments that didn’t work as intended, and unfortunately, this caused some disruptions. That’s entirely my responsibility. Just a quick note—our team is unavailable on weekends. However, if something urgent or critical comes up, feel free to reach out to me directly, and I’ll assist you. The support issues will be resolved in the coming weeks, and starting Monday, you can expect more consistent and improved support. Thank you so much for your patience and for continuing to stick with us! Hi, First off, we want to sincerely apologize for the delay in getting back to you. We understand how frustrating it is to wait - especially when you're counting on us - and we owe you a clear explanation of what’s been happening and how we’re addressing it. Over the past few weeks, we've seen a significant increase in support requests. While this reflects exciting growth, it has also stretched our small team and exposed some real challenges in scaling our support operations. To improve your experience, we’ve taken a step back to reassess our approach. Here’s what we’re implementing: - Smarter Support Through Automation: We’re investing in our AI support systems to help you resolve issues more efficiently. Soon, our support bot will offer expanded capabilities, making it easier to access accurate, instant help—particularly for common or repetitive queries. - Expanding the Support Team: To meet growing demand, we’re adding 2–3 new team members focused on managing support volume and improving response times. - Prioritized SLAs for High-Usage Accounts: We’re introducing service level improvements for users who are growing with us: - Accounts with usage over 1,000 minutes/month will receive prioritized support. - For all general inquiries, we’re establishing a standardized 48-hour response time. We’re confident these steps will lead to faster, more reliable support and help us better serve you as you grow with us. Also, in case you still need help with this ongoing ticket, do let us know, and we will help you get this resolved as soon as possible. Thank you for your continued patience and for being part of our journey. Warm regards, Vapi Team
Thanks again for your patience! Hey Jax, I sincerely apologize for the delay in our responses this week. We experimented with some process adjustments that didn’t work as intended, and unfortunately, this caused some disruptions. That’s entirely my responsibility. Just a quick note—our team is unavailable on weekends. However, if something urgent or critical comes up, feel free to reach out to me directly, and I’ll assist you. The support issues will be resolved in the coming weeks, and starting Monday, you can expect more consistent and improved support. Thank you so much for your patience and for continuing to stick with us! Hi, First off, we want to sincerely apologize for the delay in getting back to you. We understand how frustrating it is to wait - especially when you're counting on us - and we owe you a clear explanation of what’s been happening and how we’re addressing it. Over the past few weeks, we've seen a significant increase in support requests. While this reflects exciting growth, it has also stretched our small team and exposed some real challenges in scaling our support operations. To improve your experience, we’ve taken a step back to reassess our approach. Here’s what we’re implementing: - Smarter Support Through Automation: We’re investing in our AI support systems to help you resolve issues more efficiently. Soon, our support bot will offer expanded capabilities, making it easier to access accurate, instant help—particularly for common or repetitive queries. - Expanding the Support Team: To meet growing demand, we’re adding 2–3 new team members focused on managing support volume and improving response times. - Prioritized SLAs for High-Usage Accounts: We’re introducing service level improvements for users who are growing with us: - Accounts with usage over 1,000 minutes/month will receive prioritized support. - For all general inquiries, we’re establishing a standardized 48-hour response time. We’re confident these steps will lead to faster, more reliable support and help us better serve you as you grow with us. Also, in case you still need help with this ongoing ticket, do let us know, and we will help you get this resolved as soon as possible. Thank you for your continued patience and for being part of our journey. Warm regards, Vapi Team
unwilling-turquoise•3mo ago
Any update on this issue? @Vapi Team
We have made some updates to the platform that could possibly resolve this issue. Just make sure to write instructions for the assistant to help it define what times are available and to not consider times that are marked 'busy' as available. Please make some test calls and let us know if it still has issues double-booking. Also if the issue is still present, please share the call id where it happens and we will look at the logs
genetic-orange•2mo ago
Hello I have encountered the same issue within the vapi.ai dashboard. When running the check availability tool, it returns no data in the busy, despite me seeing the calendar and knowing it’s busy. I checked the calendar and the events already there are clearly marked ‘busy’. The Ai is successfully creating overlapping events despite using the check availability tool. Please help
flat-fuchsia•7d ago
@Vapi Team Is there any update here? I'm encountering the same issue.