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Overview

The Tool Library provides ready-made integrations that your AI agents can use during conversations. No coding required—just add the tool, configure the settings, and your agent can book appointments, send messages, fetch data, and more.
How it works: When you add a tool to your agent, it becomes available for the agent to call during conversations. The agent decides when to use each tool based on your prompt instructions.

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Variables vs Configurations

Understanding the difference between variables and configurations is key to using tools effectively.

Variables

Filled by the agent during the conversation The agent gathers this information from the customer and passes it to the tool. Examples: - Customer’s name - Preferred appointment time - Email address - Phone number

Configurations

Preset when you add the tool You configure these once, and they stay the same for every call/chat. Examples: - API keys - Calendar IDs - Default timezone - Integration credentials
Example: When using the “Fetch Free Slots” tool:
  • Configuration: You set the Calendar ID once (which calendar to check)
  • Variables: The agent fills in the start_date and timezone during each conversation
GoHighLevel

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GoHighLevel Integration

Tools for integrating with your GoHighLevel CRM and calendars.
Find or create a contact in GoHighLevel to use for appointment booking and other functions.Description: Search for an existing contact by phone, email, or name. If not found, create a new contact record. Returns the Contact ID for use with other tools.Variables (Agent fills during call):
  • name – The full name of the user (optional)
  • phone – Phone number in international format (optional)
  • email – Email address (optional)
Configurations (You set once): None required—uses your GoHighLevel integrationUse Cases:
  • Look up customer before booking appointment
  • Create new leads on the fly
  • Verify contact exists before proceeding
Best practice: Use this tool at the start of your conversation flow to get the contact ID, then pass that ID to other GHL tools.
Fetch a list of available appointment slots for a GoHighLevel calendar within a specific time range.Description: Check calendar availability in real-time and return a list of open time slots.Variables (Agent fills during call):
  • start_date – Start date to search from in ISO 8601 format (required)
  • end_date – End date to search until in ISO 8601 format (optional)
  • timezone – Timezone in IANA format (optional)
Configurations (You set once):
  • Calendar ID – The GoHighLevel calendar to check
Use Cases:
  • “What times do you have available this week?”
  • Check availability before offering booking
  • Display multiple options to the customer
Retrieve a list of appointments already booked for a specific contact.Description: Fetch all existing appointments for a contact so you can discuss, reschedule, or cancel them.Variables (Agent fills during call):
  • timezone – Timezone in IANA format (optional)
Configurations (You set once): None required—uses the current contact from GoHighLevelUse Cases:
  • “Do you have any upcoming appointments?”
  • Verify appointment before rescheduling
  • Check if customer already has a booking
Cancel or reschedule a specific GoHighLevel appointment to a later date.Description: Modify or cancel existing appointments based on customer requests.Variables (Agent fills during call):
  • action – Either “cancel” or “reschedule” (required)
  • appointment_id – The ID of the appointment to modify (required)
  • booking_id – The booking ID (required)
  • new_start_time – New time in ISO8601 format (required for reschedule)
  • timezone – Timezone in IANA format (optional)
Configurations (You set once): None requiredUse Cases:
  • “I need to reschedule my appointment”
  • Cancel no-shows automatically
  • Move appointments to different time slots
Cal.com

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Cal.com Integration

Tools for managing appointments with Cal.com calendars.
Fetch available appointment slots between two dates for a specific Cal.com event type.Description: Check Cal.com calendar availability and return open time slots.Variables (Agent fills during call):
  • start_date – Start date to search from in ISO 8601 format (required)
  • end_date – End date to search until in ISO 8601 format (optional)
  • timezone – Timezone in IANA format (optional)
Configurations (You set once):
  • Event Type ID – The Cal.com event type to check availability for
Use Cases:
  • Show available appointment times
  • Let customers choose from multiple slots
  • Check next week’s availability
Get a list of bookings for a specific user so you can reschedule or cancel them.Description: Retrieve all Cal.com bookings for a user by their email address.Variables (Agent fills during call):
  • attendee_email – Email of the attendee (required)
  • timezone – Timezone in IANA format (optional)
Configurations (You set once):
  • Event Type ID – The Cal.com event type to query
Use Cases:
  • “What appointments do I have scheduled?”
  • Find booking ID before canceling/rescheduling
  • Verify appointment details
Cancel or reschedule a booking made in Cal.com.Description: Modify or cancel existing Cal.com bookings.Variables (Agent fills during call):
  • action – Either “cancel” or “reschedule” (required)
  • booking_id – The ID of the booking to modify (required)
  • new_start_time – New time in ISO8601 format (required for reschedule)
  • timezone – Timezone in IANA format (optional)
Configurations (You set once): None requiredUse Cases:
  • Reschedule appointments on customer request
  • Cancel bookings that are no longer needed
  • Move appointments to accommodate schedule changes
Commonly used tools that work across all industries.
Allow your agents to schedule callbacks—the agent will automatically call the user back at the specified time.Description: Perfect for “call me back later” scenarios. The agent schedules the callback and it appears in your call queue.Variables (Agent fills during call):
  • call_time – Local time to call back in ISO 8601 format (required)
  • timezone – Timezone in IANA format (required)
  • first_message – Opening line when callback connects (optional)
Configurations (You set once): None requiredUse Cases:
  • “Can you call me back in 2 hours?”
  • Schedule follow-up calls
  • Respect customer’s preferred contact times
  • Handle “I’m busy right now” objections
Example first message: “Hi again! This is Sarah from Elite Fitness calling back as promised. Do you have a minute now?”
Get the current time for any timezone in ISO 8601 format.Description: Essential for time-sensitive operations and appointment booking logic.Variables (Agent fills during call):
  • timezone – Timezone in IANA format (optional)
Configurations (You set once):
  • Default Timezone – The fallback timezone if none is specified
Use Cases:
  • Calculate “tomorrow” or “next Monday”
  • Verify it’s during business hours
  • Convert between timezones for scheduling
Send text messages directly from your agent using your Twilio account.Description: Send SMS messages during or after conversations for confirmations, follow-ups, or reminders.Variables (Agent fills during call):
  • to_number – Phone number in international format (required)
  • message – The SMS message content (required)
Configurations (You set once):
  • Twilio Account SID – Your Twilio account identifier
  • Twilio Auth Token – Your Twilio authentication token (secret)
  • From Number – The Twilio number to send from
Use Cases:
  • Send appointment confirmations via SMS
  • Text a receipt or booking reference
  • Send follow-up information after the call
  • Share links or documents
Remember: US SMS requires A2P registration. See the Telephony guide for details.
Send emails directly from your agent using SendGrid.Description: Email confirmations, documents, or follow-up information during or after conversations.Variables (Agent fills during call):
  • to_email – Recipient’s email address (required)
  • subject – Email subject line (required)
  • message – Email body content (required)
Configurations (You set once):
  • SendGrid API Key – Your SendGrid API key (secret)
  • From Email – The email address to send from
  • From Name – Display name for the sender
Use Cases:
  • Email appointment confirmations
  • Send detailed information too long for SMS
  • Share documents or links
  • Follow up with additional resources
Use a verified sender email in SendGrid for better deliverability!
Calculate estimated savings from switching to solar based on monthly electricity bill and address.Description: Perfect for solar sales calls. Provides instant savings estimates to help close deals.Variables (Agent fills during call):
  • monthly_bill – Current monthly electricity bill in USD (required)
  • address – Customer’s full address (required)
Configurations (You set once): None requiredUse Cases:
  • “How much would I save with solar?”
  • Qualify leads based on bill amount
  • Provide instant ROI calculations
  • Create urgency with savings numbers
US Only: This tool uses US solar data and pricing. Not accurate for other countries.

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Fitness Industry

Specialized tools for gyms, studios, and fitness businesses using Mindbody or MyTime.
Mindbody

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Mindbody Integration

Find all classes and available slots in Mindbody for a specific day.Description: Query your Mindbody schedule to show customers what classes are available.Variables (Agent fills during call):
  • date – Date to fetch classes for in dd/mm/yyyy format (required)
Configurations (You set once):
  • MB Site ID – Your Mindbody site identifier
  • MB API Key – Your Mindbody API key (secret)
  • MB Email – Mindbody account email
  • MB Password – Mindbody account password (secret)
Use Cases:
  • “What yoga classes do you have tomorrow?”
  • Show class schedule for the week
  • Check capacity before booking
Book a new or existing user into a Mindbody class.Description: Register customers for classes directly from your agent.Variables (Agent fills during call):
  • class_id – The class ID to book (required)
  • full_name – Customer’s full name (optional)
  • phone – Customer’s phone number (optional)
  • email – Customer’s email address (optional)
Configurations (You set once):
  • MB Site ID – Your Mindbody site identifier
  • MB API Key – Your Mindbody API key (secret)
  • MB Email – Mindbody account email
  • MB Password – Mindbody account password (secret)
Use Cases:
  • Book into classes instantly over the phone
  • Register new members during signup calls
  • Reserve spots in popular classes
GymSales

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GymSales Integration

Tools for managing leads and appointments inside GymSales.
Book an in-person appointment at your GymSales location to give new members a tour of the facilities.Configuration (set once):
  • GymSales Company ID – Enter the GymSales company ID
  • GymSales Email – Email associated with the GymSales account
  • GymSales Password – Password for the GymSales account
Variables (agent provides during conversation):
  • client_id (required) – The GymSales client ID that should be booked
  • start_time (required) – Desired appointment start time in local ISO8601 format without timezone offset
Use Cases:
  • Schedule facility tours for new leads
  • Reserve onboarding sessions for recently closed members
  • Automate follow-up bookings after trial signups
Locate an existing GymSales contact or create a new one before booking an appointment.Configuration (set once):
  • GymSales Company ID – Enter the GymSales company ID
  • GymSales Email – Email associated with the GymSales account
  • GymSales Password – Password for the GymSales account
Variables (agent provides during conversation):
  • phone (required) – Contact phone number in international format
  • full_name (required) – Contact’s full name
  • email – Contact email address (optional)
Use Cases:
  • Capture walk-in leads directly into GymSales
  • Ensure contacts exist before booking facility tours
  • Enrich existing records with updated contact info
Hapana

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Hapana Integration

Tools for surfacing schedule availability from Hapana.
Retrieve all classes and available slots running on a specific day in Hapana.Configuration (set once):
  • API Key – Enter your Hapana API key
  • Site ID – Enter the Hapana site ID to query
Variables (agent provides during conversation):
  • date (required) – Target date in dd/mm/yyyy format
Use Cases:
  • Surface class availability during live conversations
  • Offer alternative class times when a session is full
  • Automate schedule lookups for sales or support teams
MyTime

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MyTime Integration

Find or create a client in your MyTime system.Description: Search for existing clients or create new ones before booking appointments.Variables (Agent fills during call):
  • phone_number – Phone in international format (required)
  • full_name – Full name (optional)
  • email – Email address (optional)
Configurations (You set once):
  • Partner API Key – Your MyTime API key (secret)
  • Subdomain – Your MyTime subdomain
  • Location MyTime ID – Your location identifier
Use Cases:
  • Look up existing clients
  • Create new client records
  • Get client ID for booking
Fetch all services available at your MyTime location.Description: Display your service menu so customers can choose what they want.Variables (Agent fills during call): None—returns all servicesConfigurations (You set once):
  • Partner API Key – Your MyTime API key (secret)
  • Subdomain – Your MyTime subdomain
  • Location MyTime ID – Your location identifier
Use Cases:
  • “What services do you offer?”
  • List treatment options
  • Display pricing for different services
Fetch available appointment times for a specific therapy at your MyTime location.Description: Show customers when they can book for their chosen service.Variables (Agent fills during call):
  • therapy_id – The service/therapy ID (required)
  • date – Date to check in yyyy-mm-dd format (required)
  • employee_id – Specific therapist (optional)
Configurations (You set once):
  • Partner API Key – Your MyTime API key (secret)
  • Subdomain – Your MyTime subdomain
  • Location MyTime ID – Your location identifier
  • Timezone – Your business timezone
Use Cases:
  • “When can I get a massage?”
  • Show available appointment times
  • Check specific therapist availability
Book an appointment for a specific therapy in MyTime.Description: Complete the booking directly during the conversation.Variables (Agent fills during call):
  • client_id – The MyTime client ID (required)
  • therapy_id – The service/therapy ID (required)
  • begin_at – Start time in local ISO8601 format (required)
  • employee_id – Specific therapist (optional)
Configurations (You set once):
  • Partner API Key – Your MyTime API key (secret)
  • Subdomain – Your MyTime subdomain
  • Location MyTime ID – Your location identifier
  • Timezone – Your business timezone
Use Cases:
  • Book massage appointments
  • Schedule beauty treatments
  • Reserve spa services
Fetch all appointments for a client at your MyTime location.Description: View all of a client’s upcoming or past appointments.Variables (Agent fills during call):
  • client_id – The MyTime client ID (required)
Configurations (You set once):
  • Partner API Key – Your MyTime API key (secret)
  • Subdomain – Your MyTime subdomain
  • Location MyTime ID – Your location identifier
  • Timezone – Your business timezone
Use Cases:
  • Check customer’s booking history
  • Verify upcoming appointments
  • Find appointment ID for rescheduling
Cancel or reschedule an appointment at your MyTime location.Description: Modify existing bookings based on customer needs.Variables (Agent fills during call):
  • action – Either “cancel” or “reschedule” (required)
  • appointment_id – Appointment to modify (required)
  • begin_at – New start time in ISO8601 format (required for reschedule)
  • employee_id – Different therapist (optional)
Configurations (You set once):
  • Partner API Key – Your MyTime API key (secret)
  • Subdomain – Your MyTime subdomain
  • Timezone – Your business timezone
Use Cases:
  • Reschedule treatments
  • Cancel appointments
  • Switch to a different therapist

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How to Add Tools to Your Agent

1

Open Your Agent

Navigate to the Agents tab and select the agent you want to enhance
2

Go to Tools Section

Scroll to the Tools section in the agent editor
3

Click Add Tool

Click Add Tool and choose Tool Library
4

Select a Tool

Browse by category or search for a specific tool by name
5

Configure Settings

Fill in any required Configurations (API keys, calendar IDs, etc.) These are one-time settings that apply to all uses of this tool
6

Update Your Prompt

Add instructions to your prompt telling the agent when to use this tool Example: “When a customer wants to book an appointment, use the Fetch Free Slots tool to show available times, then use Book Appointment to complete the booking.”
7

Save and Test

Save your agent and test the tool integration thoroughly
Add Tool from Library

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Best Practices

Don’t assume the agent will figure out when to use tools. Tell it exactly:Bad:
“You can check appointment availability.”Good:
“When a customer asks about available times, use the Fetch Free Slots tool. Pass their timezone and search the next 7 days. Then read back the available times.”Explicit instructions = reliable behavior.
Many workflows require multiple tools in sequence: 1. Find Or Create Contact → Get contact ID 2. Fetch Free Slots → Show available times 3. Book Appointment → Complete the booking Make sure your prompt explains the full sequence.
Tools can fail (API down, no availability, invalid data). Tell your agent what to do: “If the booking tool returns an error, apologize and offer to take their details manually. Say: ‘I’m sorry, our booking system is having a moment. Can I take your name and number? I’ll have someone call you back within 30 minutes to confirm your appointment.’”
Don’t test with fake calendar IDs or invalid credentials: - Use your actual production calendars - Test during business hours when slots are available - Try booking for real dates - Verify bookings appear in your actual system Test with real data or you’ll miss issues.
Timezone mismatches cause booking disasters: - Always set your agent’s default timezone in settings - Use IANA format (e.g., “America/New_York”, “Australia/Sydney”) - When customers mention times, clarify: “That’s 3pm your local time in Sydney, correct?” - Store customer timezone in your CRM for future calls
Many tools require API keys and credentials:
  • Never put API keys directly in your prompt
  • Use the Configuration fields (they’re encrypted)
  • Rotate keys periodically for security
  • Use separate keys per client when possible
  • Revoke keys immediately if a client leaves

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Troubleshooting

Problem: The agent isn’t using the tool or it’s failing.Solutions:
  1. Check your prompt: Does it explicitly tell the agent when to use this tool?
  2. Verify configurations: Are all required fields filled in correctly?
  3. Test credentials: API keys, calendar IDs, etc. may be incorrect or expired
  4. Check tool logs: Look for specific error messages in the conversation transcript
  5. Test the API directly: Use Postman or curl to verify your credentials work
Problem: The tool triggers when it shouldn’t. Solutions: - Make conditions more specific in your prompt - Add “only if” clauses: “Only use the booking tool AFTER the customer has confirmed they want to book” - Test with edge cases where the tool shouldn’t trigger - Add explicit examples of when NOT to use the tool
Problem: Required variables are missing or empty. Solutions: - Ensure the agent asks for all required information first - Tell the agent: “Before using the booking tool, you MUST have: name, phone, and preferred date” - Add validation in your prompt: “If the customer hasn’t given you their phone number, ask for it before proceeding” - Check that variable names in your prompt match the tool’s expected names
Problem: Appointments booking at wrong times. Solutions: - Set the agent’s default timezone in Advanced Settings - Always ask: “What timezone are you in?” if customer location is unclear - Use ISO 8601 format with timezone offset when possible - Test bookings and verify they appear at correct times in your system - For international customers, confirm: “Just to be clear, that’s 3pm London time, correct?”
Problem: Tool fails with “rate limit exceeded” error. Solutions: - Most APIs limit requests per minute - For high-volume operations, space out tool calls - Contact your integration provider (Mindbody, Cal.com, etc.) to increase limits - Implement retry logic in your prompt: “If the tool fails, wait 30 seconds and try again”
Problem: You don’t see a tool you need.Solutions:
  • Check if you’ve connected the integration first (e.g., GoHighLevel must be connected before GHL tools appear)
  • Refresh the page
  • Verify your subscription includes that integration
  • Contact support if a documented tool is missing

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Request New Tools

Don’t see the integration you need?

Request a New Tool

Email us at [email protected] with: - The integration name (e.g., “Acuity Scheduling”) - What you need it to do - Links to the API documentation - How many clients would use it Popular requests get prioritized!

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Next Steps

Chat Agents

Add tools to your chat agents

Voice Agents

Add tools to your voice agents

GoHighLevel Integration

Connect GoHighLevel to unlock GHL tools