FAQ

Frequently Asked Questions

How does FlowCaptain access my Google Calendar?

You share your Google Calendar with a FlowCaptain service account. This gives FlowCaptain read and write access to check availability and manage appointments. Your Google account credentials are never stored. You can revoke access at any time in your Google Calendar settings.

How does FlowCaptain prevent double-bookings?

Every booking is verified against your current calendar before the appointment is created. If a time slot has been taken in the meantime, the booking is declined and the caller is offered an alternative. If Google Calendar is temporarily unreachable, FlowCaptain returns an honest error message rather than assuming you're free. This reliably prevents double-bookings.

What data is stored?

FlowCaptain stores the data necessary for appointment management: appointment details, caller names, and phone numbers. Conversation data is not stored permanently and is automatically deleted after a short period. All data is processed by GDPR-compliant providers within the EU.

Do I need my own voice bot platform?

No. FlowCaptain includes a built-in voice assistant that is ready to use after setup. You can test it directly in the dashboard — by voice or chat. A separate voice bot platform is only required if you want to integrate FlowCaptain into existing infrastructure.

Which languages are supported?

FlowCaptain supports German and English. The voice assistant automatically detects the caller's language. You can set the default language under Calendar → Voice Assistant.

Can my customers call from any phone number?

Yes. FlowCaptain uses caller ID to identify returning callers. If a caller uses a different phone, the system identifies the appointment using other attributes such as name or date.

How are cancellations and rescheduling protected?

FlowCaptain can send an SMS security code to the caller's phone number on file before processing a cancellation or rescheduling. This protection is enabled by default and can be configured under Calendar → Notifications.

Can I use multiple Google Calendars?

Each FlowCaptain calendar is connected to exactly one Google Calendar. To manage multiple calendars, create separate calendars in your workspace — one per Google Calendar.

What are services for?

Services allow different appointment durations and types. An initial consultation might take 60 minutes, while a follow-up only takes 15 minutes. The voice assistant identifies the appropriate service and automatically books the correct duration.

What are closures?

Periods when no appointments are available — such as vacation, renovation, or company holidays. The voice assistant automatically informs callers and states the reason on file.

What can I see in the Live View?

All active conversations across your workspace in real time: full transcript, conversation phase, and status. When needed, you can transfer active calls to a phone number if a caller needs to speak with a person.

What happens to cancelled appointments?

Cancelled appointments are marked as cancelled in Google Calendar and the time slot is released. The entry remains visible for your records.

What is approval mode?

In approval mode, new bookings must be approved by you before they are confirmed. You receive a notification and can accept or reject the request. Enable this under Calendar → Notifications.

Do I need an API key?

Only if you want to integrate FlowCaptain via API into your own systems. The built-in voice assistant works without an API key.