Google Calendar integration for Ruby AI
Google Calendar is the integration that makes the rest of Ruby AI work. It is how Ruby knows a transcript belongs to a specific meeting, which belongs to a specific deal, and it is what triggers the brief that lands before the call.
At a glance
What Ruby AI reads from Google Calendar | What Ruby AI writes to Google Calendar |
Event title, start and end times, description and location | Nothing |
Organizer email and the attendee list with names and emails | Nothing |
The meeting link, from Meet conference data, the Hangout link, or a Zoom or Teams URL in the location or description | Nothing |
Up to 7 days ahead on your primary calendar | Nothing |
Why connect Google Calendar to Ruby AI?
Reps get prep they did not ask for, on the meetings that matter, before the meeting.
The link between a recording and a deal stops being manual work.
Ruby caps expensive research at one brief per outside company per run, so five back-to-back meetings with the same prospect do not produce five research jobs.
How does Ruby AI use Google Calendar?
Ruby reads your primary calendar with the calendar.readonly scope, documented in Google's Calendar API auth guide, covering the next 7 days. Per event Ruby reads the title, start and end times, description, location, organizer email, the attendee list with names and emails, and the meeting link.
Ruby stores one row per external attendee domain, so a meeting with two prospect companies is tracked against both.
At connect, Ruby verifies the Google account email matches your Ruby account email and refuses the connection if it does not.
What does Ruby AI put into Google Calendar?
Nothing. The scope is read-only. Ruby creates no events, sends no invites, adds no notetaker bot, and changes nothing on your calendar.
How do I connect Google Calendar to Ruby AI?
In Ruby AI, go to Settings → Integrations → Google Calendar.
Approve the calendar.readonly scope on Google's consent screen. Ruby checks that the Google account email matches your Ruby account email and refuses the connection if it does not.
Decide whether meetings with unknown companies should create a Ruby account automatically. Ruby starts briefing meetings on the next sync.
What can Ruby AI do with Google Calendar?
A brief before external meetings. Ruby looks 24 hours ahead and prepares a brief for each upcoming external meeting, then emails it as a PDF. What is in the brief depends on what Ruby already knows:
Meeting already linked to a deal: a deal-level brief built from account intelligence and deal context.
Company you have an account for, with exactly one deal on it: Ruby links the meeting to that deal and briefs at deal level.
Company you have an account for, with several deals: Ruby asks you to pick rather than guessing.
Company you have never met: Ruby researches the company from the domain and briefs you on it.
Transcripts land on the right deal. When a call transcript arrives from any recorder, Ruby matches it to the calendar event three ways in order of confidence: the recorder's own event ID, the normalized meeting link, then attendee emails plus time overlap. If two meetings overlap and nothing breaks the tie, Ruby marks it for manual assignment instead of guessing.
A meeting link that reused an old event does not fool Ruby. Recurring meetings share one link across every occurrence. Ruby picks the occurrence closest in time to the actual call, and discards the link match entirely if the nearest candidate is more than 24 hours away, falling back to attendee and time matching.
Accounts create themselves, optionally. Turn it on and a meeting with a company Ruby has never seen creates the account and a default journey automatically. Calendar-created accounts are free and do not consume account credits.
Internal meetings are dropped. Ruby compares attendee domains against your own company domain and ignores meetings with no external attendee. Your one-on-ones never reach Ruby.
Frequently asked questions
What permissions does Ruby AI need for Google Calendar?
One scope, calendar.readonly, plus basic profile. Ruby can read events and cannot create, edit or delete anything on your calendar.
Does a Ruby AI bot join my meetings?
No. Ruby never adds a notetaker, never sends an invite and never creates an event. Ruby reads your calendar and nothing more.
Does Ruby AI see my internal meetings?
Ruby drops them. Attendee domains are compared against your own company domain, and any meeting with no external attendee is ignored, so one-on-ones and internal stand-ups never reach Ruby.
How far ahead does Ruby AI read?
Seven days on your primary calendar. Briefs are prepared for external meetings starting within 24 hours.
Will Ruby AI create accounts I did not ask for?
Only if account auto-creation is switched on. When it is, a meeting with a company Ruby has never seen creates the account and a default journey, and those calendar-created accounts do not consume account credits.
Need help connecting Google Calendar?
View the technical guide: Google Calendar Integration
Open Learn Hub in the Ruby AI app for a step-by-step walkthrough, or use the support widget in the bottom-right corner of the app. You can also email the team at support@heyruby.io.
Related integrations
Outlook Calendar if part of your team is on Microsoft 365
Google Meet, Zoom and Gong, the recorders this calendar matches to deals
HubSpot and Salesforce, where the briefs and analysis land