How to Connect Google Calendar, Calendly, WhatsApp, HubSpot, and Zapier

Connectors extend your AI agent's capabilities — book meetings, create CRM tickets, send webhooks, and handle WhatsApp conversations. Navigate to Connectors in the sidebar to set them up. This guide covers every connector with step-by-step setup instructions.

Multi-Instance Support

Every connector type supports multiple instances with different labels. For example, you can connect two Google Calendars — "Support" and "Sales" — each with its own working hours. When a customer asks to book a meeting, the AI matches their request to the right team using the label.

Labels must be unique per connector type. The first instance defaults to "Default", subsequent ones auto-increment ("Account 2", "Account 3") or you can name them ("Sales", "Onboarding", etc.).

Google Calendar

Let your AI check availability and book meetings directly onto a Google Calendar.

Setup

1. Click Connect account on the Google Calendar card
2. You'll be redirected to Google's consent screen — sign in and grant calendar access
3. After authorization, you're redirected back to SupportHQ with a "Connected" badge

That's it — OAuth handles everything. Your calendar email is detected automatically.

Configure Working Hours

Click the settings icon on your connected row to open the working hours schedule. For each day of the week:

• Toggle the day on or off
• Set start and end hours (e.g., 9 AM to 6 PM)

The AI only shows free slots within your working hours, excluding times blocked by existing calendar events.

What the AI Can Do

• Check availability — shows visitors free 30-minute slots for a given date, respecting your working hours and existing events
• Book meetings — creates a calendar event with an automatic Google Meet link. The visitor provides their email, and both parties receive a calendar invite.

Calendly

Connect Calendly so your AI can show availability and book meetings through your Calendly event types.

Setup

1. Click Connect account on the Calendly card
2. Authorize SupportHQ on Calendly's consent screen
3. Back in SupportHQ, select your Event Type from the dropdown (e.g., "30 Minute Meeting")
4. Click Save

The event type dropdown is populated automatically from your Calendly account. If the dropdown doesn't load, you can paste the Event Type URI directly.

What the AI Can Do

• Get available slots — shows visitors open times from Calendly's availability (next 7 days or a specific date)
• Book meetings directly — creates a Calendly booking with the visitor's name and email. The visitor receives a Calendly confirmation.
• Generate scheduling links — as a fallback, creates a one-off Calendly link the visitor can use to self-book

Booking Flow

The AI follows this order strictly:

1. Show available slots first (never ask for email before showing times)
2. Customer selects a slot
3. AI asks for name and email
4. AI books the meeting directly through Calendly's API
5. If direct booking fails, falls back to a scheduling link

Cal.com

Connect Cal.com by providing your booking link. The AI shares this link when visitors want to schedule a meeting.

Setup

1. Go to your Cal.com dashboard and copy your booking link (e.g., https://cal.com/your-handle/30min)
2. On the Connectors page, find the Cal.com section
3. Enter a label (e.g., "Sales Team")
4. Paste your booking link
5. Click Add connector

What the AI Can Do

• Share booking link — when a visitor wants to schedule, the AI provides your Cal.com link for self-booking

Cal.com is simpler than Google Calendar or Calendly — no slot checking or direct booking. The visitor clicks the link and uses Cal.com's own scheduling UI.

HubSpot

Connect HubSpot in two modes: Booking Link (share a meetings link) or Ticket Pipeline (create support tickets in HubSpot when agents are unavailable).

Setup

1. Go to HubSpot Private Apps
2. Create a new private app (name it "SupportHQ")
3. Under Scopes, enable the tickets scope (Read & Write)
4. Create the app and copy the Access Token (starts with pat-...)
5. Back in SupportHQ, click Connect HubSpot and paste your token

Booking Link Mode

Set the mode to Booking link and paste your HubSpot meetings URL. The AI shares this link when visitors want to book a meeting — just like Cal.com.

Ticket Pipeline Mode

Set the mode to Ticket pipeline, then select:

• Pipeline — choose which HubSpot ticket pipeline to use (loaded from your HubSpot account)
• Stage — choose the initial ticket stage (e.g., "New", "Waiting on Contact")

This mode is used as an agent unavailable fallback. When a visitor requests a live agent and no one is online, SupportHQ creates a ticket in your selected HubSpot pipeline with the visitor's name, email, and message.

To enable: go to Settings → Conversations, set the fallback action to "HubSpot", and select the HubSpot connector.

Zapier

Connect Zapier to send data to any tool in your stack — Slack, Notion, Google Sheets, Asana, or any of Zapier's 6,000+ integrations.

Setup

1. In Zapier, create a new Zap
2. Set the trigger to Webhooks by Zapier → Catch Hook
3. Copy the generated webhook URL (e.g., https://hooks.zapier.com/hooks/catch/...)
4. Back in SupportHQ Connectors, enter a label (e.g., "Lead Capture") and paste the webhook URL
5. Click Add integration

What Data Is Sent

When triggered (typically as an agent unavailable fallback), a JSON payload is sent to your webhook:

• companyName — your company name
• visitor — name and email
• message — the customer's message
• sessionId — for reference back to SupportHQ
• fallbackReason — why the webhook was triggered (e.g., "AGENTS_UNAVAILABLE")
• createdAt — timestamp

In your Zap, add actions like: post to Slack, create a Notion page, add a row to Google Sheets, create an Asana task, etc.

To enable: go to Settings → Conversations, set the fallback action to "Zapier", and select the Zapier connector.

WhatsApp

Let customers chat with your AI agent through WhatsApp. Messages flow into SupportHQ's Conversations page, and agent replies are sent back to WhatsApp.

Setup

WhatsApp requires a Meta (Facebook) Business account. Here's the step-by-step:

1. Go to the Meta Developer Console
2. Create or select your app, then add the WhatsApp product
3. In the WhatsApp settings, note your Phone Number ID and WhatsApp Business Account ID (WABA ID)
4. Generate a Permanent Access Token (or use a system user token for production)
5. Under App Settings → Basic, copy your App Secret
6. Choose a Verify Token — any secret string you make up (e.g., "my-secret-verify-token")

In SupportHQ, click Connect WhatsApp and fill in:

• Label — e.g., "WhatsApp Support"
• Phone Number ID
• WhatsApp Business Account ID
• Permanent Access Token
• Verify Token — the string you chose above
• App Secret (recommended for webhook signature verification)

Configure the Webhook in Meta

In the Meta Developer Console, configure the webhook URL:

https://yourdomain.com/api/whatsapp/webhook

Set the Verify Token to the same string you entered in SupportHQ. Subscribe to the messages webhook field.

Meta sends a verification request (GET) with a challenge — SupportHQ responds automatically. After verification, incoming messages are forwarded as POST requests.

How WhatsApp Conversations Work

• Inbound — customer sends a WhatsApp message to your business number. It appears in Conversations with a green phone icon and the sender's phone number.
• AI responds — the AI processes the message using your knowledge base and sends a reply back via WhatsApp.
• Agent joins — an agent can join the conversation and reply. Agent messages are sent to WhatsApp in real-time.
• 24-hour window — WhatsApp requires you to respond within 24 hours of the customer's last message. After that, you need to use a template message to re-initiate contact.

Supported message types: text, images with captions, documents, audio, video, stickers, locations, and contacts.

Connector Summary

Tips

• Use labels for teams — "Sales Calendar", "Support Calendar", "Onboarding" — the AI matches customer requests to the right connector by label name.
• Set working hours on Google Calendar — without them, the AI offers slots 24/7. Click the settings icon on your connected row to configure.
• Select the right Calendly event type — if you have multiple event types (15-min, 30-min, 60-min), create separate connector rows with descriptive labels.
• Use HubSpot Ticket Pipeline for no-agent fallback — if your team works from HubSpot, this ensures nothing falls through the cracks when agents are offline.
• Test Zapier with a simple Zap first — create a Zap that sends to Slack or email, trigger the no-agent fallback, and verify the payload comes through correctly.
• Provide the App Secret for WhatsApp — while optional, it enables webhook signature verification, preventing unauthorized requests from reaching your endpoint.
• Keep WhatsApp replies within 24 hours — after the window expires, your messages won't be delivered. Prioritize WhatsApp conversations in your queue.