Connect Voka AI to Square Appointments

What this integration does

• Pulls your Square Appointments services, locations, staff, and customer list into Voka AI so the AI can quote correct prices, durations, and availability over the phone.
• Writes new bookings created over the phone back into Square Appointments — your existing dashboard, calendar, and staff-facing tools remain the source of truth.
• Keeps service updates in sync when you add or change a Square service.

Before you start

• A Square account with Square Appointments enabled.
• A Voka AI account on any plan (PAYG, Light, Flex, Value, or Commit).
• Admin role on both accounts (you need authority to install Square apps and to modify Voka AI integration settings).

Step 1: Connect your Square account

1. Sign in to voice.vokaai.com.
2. Open Settings → Integrations → Square Appointments.
3. Click Connect Square. You will be redirected to Square’s OAuth authorization screen.
4. Sign in to Square and review the requested permissions. Voka AI requests the following OAuth scopes (read-only where possible):
   • APPOINTMENTS_READ, APPOINTMENTS_WRITE— read availability and create/modify bookings
   • CUSTOMERS_READ, CUSTOMERS_WRITE— look up returning callers, create new customer records
   • MERCHANT_PROFILE_READ— read business profile and locations
   • ITEMS_READ— read services and pricing
5. Click Allowon the Square consent screen. Square redirects you back to Voka AI; you should see a green “Connected” badge with the date the connection was authorized.

Step 2: Choose locations and services

If your Square account has multiple locations, Voka AI lets you pick which ones the AI receptionist can book into.

1. In Settings → Integrations → Square Appointments, scroll to Locations.
2. Toggle each Square location on or off. Bookings the AI takes will be routed only to the locations you enable here.
3. Under Services, review the imported service list. You can hide services from the AI (e.g., specialty services that require a manual consult) by toggling them off.
4. Click Save.

Step 3: Verify the sync

Within ~60 seconds of saving, Voka AI completes an initial sync. You can verify by:

• Opening the Test Caller tool in the Voka AI dashboard and asking the AI “What services do you offer?” The AI should read back your Square service catalog.
• Asking the AI to book a test appointment. Confirm the appointment appears in your Square Appointments dashboard within a few seconds.

If the sync hasn’t completed after 5 minutes, see the Troubleshooting section below.

Disconnect Voka AI from Square

You can disconnect at any time from either side of the integration:

• From Voka AI: Settings → Integrations → Square Appointments → click “Disconnect”.
• From Square: Sign in to Square Dashboard → My Applications → find Voka AI → click “Revoke Access”.

Disconnecting revokes Voka AI’s OAuth access token immediately. Voka AI will stop reading from and writing to your Square account on the next API call attempt. Existing appointments in Square remain intact.

Delete data Voka AI imported from Square

Disconnecting alone does not delete data Voka AI previously imported from Square (such as cached service or customer records the AI used to answer past calls). To permanently delete that data:

1. Email support@vokaai.com from the email address on file for your Voka AI account.
2. Include the subject “Delete Square data” and confirm you authorize the deletion.
3. We will delete the imported data within 30 days and confirm in writing.

Troubleshooting

Need more help?

Email support@vokaai.com or visit the Help Center.