Does my assistant know when I am busy?
Updated 25 October 2026
The Short Answer
Yes. When a client asks for a viewing, your assistant checks your Schedule, and with Google Calendar or Outlook Calendar connected that includes your appointments there. A taken time is called taken, without saying what it is. A free one is pencilled in as a tentative viewing for you to confirm.
Connecting your calendar is what lets your assistant see the time you are already booked outside PropKaki.
What does my assistant check?
Every event in your Schedule: the ones you add, the viewings it has pencilled in, your webinars, and — once you connect Google Calendar or Outlook Calendar in Extensions → Connectors — your appointments there too. A Google appointment that reads Busy blocks the time like any other.
Without a calendar connected, it sees only what is in PropKaki.
What happens when a client asks for a taken time?
Your assistant tells the client that time is taken and does not book it. It never says what the appointment is, who it is with, or what else is in your day.
In Secretary mode it goes further: it never describes your diary at all — not free, open or busy — except to call a time taken when it is. For a time it cannot book, it says you will confirm it today.
What happens when the time is free?
It adds an amber event to your Schedule, titled Viewing — client · property, 45 minutes by default, with notes saying it is not yet confirmed. With a calendar connected, that event also appears in the PropKaki calendar in Google or Outlook within a minute, so you see it on your phone.
This happens only when your assistant books in the app. If it sends clients your own booking link, nothing is added.
How up to date is it?
Appointments from Google and Outlook are checked every 10 minutes, so one you made a few minutes ago may not block the time yet. Events in your Schedule count straight away.