Workspace administrator
An administrator with rights to authorize third-party applications approves the permissions in the Google Admin console.
Productivity
Let Google Calendar decide who is free to take the call.
Teams that run on Google Workspace keep their availability in Google Calendar and their messages in Gmail. This integration reads that availability for call routing and AI appointment booking, shows caller names from Google Contacts, and delivers voicemail and fax into Gmail.
- Calendar-aware ring groups and AI booking
- Caller names from Google Contacts
- Voicemail transcripts and faxes in Gmail
Example
AI receptionist
Intent: booking · Confidence high
AI receptionistThanks for calling. How can I help today?
Inbound callerHi, I’d like to book a cleaning for next week, ideally Tuesday morning.
AI receptionistTuesday at 9:30 or 11:00 are open. Which works better?
Inbound caller9:30, please.
AI receptionistBooked. You’ll get a text confirmation. Anything else?
Appointment created in calendar
Transcript sent to front desk
Escalation rule: billing questions → office manager
3CTel connects to Google Workspace through Google's APIs after your Workspace administrator grants a defined set of permissions. The integration reads Google Calendar free/busy so ring groups and the AI receptionist respect real schedules, looks up inbound callers in Google Contacts, and delivers voicemail transcripts and received faxes to Gmail. It is scoped per account and confirmed before activation.
Last updated:
Integration type
- Integration type
- API integration (configured by 3CTel for your account)
- Availability
- On request — scoped during planning
- What is exchanged
- Inbound call → Google Contacts lookup by phone number → caller name on every ringing device
- Google Calendar free/busy → ring group membership and AI receptionist availability
- AI receptionist booking → event created in the nominated Google Calendar
- Voicemail → Gmail message with audio and transcript
- Received fax → PDF attachment delivered to the chosen Gmail address
How it is set up
Pick the capabilities
Calendar availability, contact lookup, Gmail delivery, or any combination.
Authorize in the Admin console
Your Workspace administrator approves the listed scopes.
Map people and calendars
Users, bookable calendars and shared mailboxes are matched to 3CTel.
Test and go live
Verified on a temporary number before your numbers are ported.
The short version
- Delivery: via Google's APIs, using permissions your Workspace administrator approves. No browser extension, no software on user machines.
- Data in: calendar free/busy for selected users; contact name and company for a phone number match.
- Data out: calendar events the AI receptionist books; emails carrying voicemail audio, transcripts and fax PDFs.
- Scope: chosen with you. Any of the three capabilities can be left out.
- Status: scoped during planning; availability confirmed before activation. Nothing is billed until then.
A day with the integration switched on
A caller phones the main number at 10:15. 3CTel checks the number against the shared Google Contacts directory and shows the caller's name and company on the ring group's phones. Two of the four people in the group are in a meeting according to Google Calendar, so only the two free phones ring.
At 12:40 nobody is free. The AI receptionist picks up, asks what the caller needs and reads the free/busy of the service calendar. It offers Thursday at 2:00 or Friday at 9:30, the caller picks Thursday, and an event appears in Google Calendar with the caller's name, number and reason.
At 17:05 the office is closed. A caller leaves a voicemail. The audio and transcript arrive in the Gmail inbox of the person on call. A fax received overnight is waiting as a PDF in the accounts mailbox.
Appointment booking
Bookings taken by phone, confirmed by text, and handed to a person when needed.
Learn more: Appointment bookingAfter-hours calls
A plan for every call that arrives after closing, on a weekend or on a holiday.
Learn more: After-hours callsBusiness SMS
Text from the number customers already call — as a team, not from a personal phone.
Learn more: Business SMSWhat you need before setup
3CTel does not manage Workspace licences, migrate email or provide Google Voice. It connects your phone system to the Workspace data you choose.
A Google Workspace business plan
The specialist confirms your edition supports the permissions requested. Personal Gmail accounts are not supported.
Scope decisions
Which calendars the receptionist may book into, which contact directory to search, and which mailboxes receive voicemail and fax.
Setup
Pick the capabilities
Calendar availability, contact lookup and Gmail delivery are independent; the permission request is limited to the ones you choose.
Authorize in the Admin console
Your administrator approves the connection with the scopes shown on screen.
Map people and calendars
Each 3CTel user is matched to a Workspace account. Bookable calendars and shared mailboxes are nominated here.
Test, then go live
On a temporary number, test calls confirm names, busy detection, bookings and delivery. Then your numbers are ported.
Planning questions
Can the AI receptionist book into more than one Google Calendar?
Yes, where scoped. A clinic might expose one calendar per practitioner, a trades business one per crew. The receptionist asks the caller what they need, checks the matching calendar's free/busy and books the first open slot the caller accepts. Rules such as buffer time and earliest same-day booking are set during planning.
Which Google Contacts are searched for caller ID?
You choose. Most customers use the shared directory or a shared contact label rather than personal lists, so every phone shows the same name for the same caller. Personal contacts can be included for individual users, and the choice can be changed later without re-authorizing the integration.
What does the integration read from Gmail?
Nothing. Gmail is used only as a delivery destination. 3CTel sends an email carrying the voicemail audio, its transcript and caller details, or a fax as a PDF attachment. The permission requested is send-only for the addresses you configure, and Gmail content is never read.
Ring group
One incoming call rings several phones at once or in sequence; the first to pick up takes it.
Learn more: Ring groupAuto attendant
A recorded greeting that answers the main number and lets callers pick a destination or dial an extension.
Learn more: Auto attendantPrivacy of call data
What the phone service processes, who can see it, and how retention and deletion are handled.
Learn more: Privacy of call dataPrivacy
Calendar, contact and message data pass only between 3CTel and your Google Workspace tenant. Transcripts and fax copies retained on 3CTel follow the retention period configured with you. Your administrator can revoke the authorization at any time from the Admin console, which stops the integration without interrupting phone service.
Related pages.
AI Receptionist
Answers, understands and books — in English and French.
Learn more: AI ReceptionistBusiness Phone
Reliable calling with routing your team will actually use.
Learn more: Business PhoneOnline Fax
Fax by email and web — without keeping a dedicated phone line alive.
Learn more: Online FaxBusiness SMS
Text from the number customers already call — as a team, not from a personal phone.
Learn more: Business SMSAppointment booking
Bookings taken by phone, confirmed by text, and handed to a person when needed.
Learn more: Appointment bookingFrequently asked questions.
No. The integration is authorized by a Google Workspace administrator and uses Workspace calendars, directory and mailboxes. Personal Gmail accounts do not support that authorization.
Yes. Availability-aware ring groups work on their own. The AI receptionist can be added later, or used only after hours.
Yes. Voicemail is recorded and stored on 3CTel. Email delivery retries when Gmail is reachable again, and messages remain available in the 3CTel app in the meantime.
It is quoted with your plan after scoping and billed only after activation and testing. Ask a specialist for an estimate based on the capabilities you want.
Tell us which calendars should take bookings.
A specialist scopes the calendars, contacts and mailboxes to connect, tests the integration on a temporary number and quotes it before activation.