Categories
Case Studies

Meeting Manager AI Agent on your WhatsApp

Imagine letting your customers book, reschedule, or cancel meetings directly through WhatsApp — without waiting for your manual reply. With Brainybear’s Meeting Manager AI Agent, that’s exactly what you can do.

In this post, we’ll show you how to set it up step by step. You’ll see how easy it is to integrate your Google Calendar with an AI agent, then connect that same agent to your WhatsApp. We’ve also included a YouTube demo at the end for a complete walkthrough.

Part 1: Integrate Google Calendar with Your AI Agent

Your AI agent will use Google Calendar to check availability, create events, and avoid double bookings. Here’s how to integrate it:

  1. Sign in to your Brainybear dashboard
    Go to brainybear.ai and sign in.
  2. Create or select your AI agent
    Click “Create Agent” or pick an existing one from your dashboard.
  3. Add the Google Calendar tool
    • In your agent’s settings, go to Integrations → Google Calendar.
    • Click Connect Google Calendar, grant permissions, and select the calendar you want to use.
  4. Test it inside Brainybear
    Try typing:

    Book a meeting with me on Friday at 3pm

    and your agent will automatically check the calendar and create the event.
  5. ✅ That’s it. Your agent is now linked to your Google Calendar and can manage meetings for you.

Part 2: Integrate Your Meeting Manager AI Agent with WhatsApp

Now let’s take it to the next level: make it accessible to customers directly on WhatsApp.

  1. Go to Channels → WhatsApp in Brainybear
    • Choose Connect WhatsApp.
    • Follow the embedded signup flow (or manual setup if needed).
  2. Assign your AI agent to WhatsApp
    • Once your WhatsApp is connected, you can choose which AI agent handles incoming messages.
    • Select your Meeting Manager agent.
  3. Test it live
    Send a message to your WhatsApp business number:

    Hi, can I book a meeting next Tuesday?

    Watch as your AI handles the booking, checks your calendar, and confirms the slot.

See it in action: Full setup video

We’ve prepared a short YouTube video demo showing these exact steps — from connecting Google Calendar to seeing bookings happen in WhatsApp in real-time.

The video above only demostrating how to set up your AI agent for meeting manager. Check out the WhatsApp integration part in the video below.

Ready to simplify your scheduling?

With Brainybear’s Meeting Manager AI Agent on WhatsApp, you save hours on manual scheduling and give customers instant replies, 24/7.

Head over to your dashboard and set it up in just a few minutes.