Help Centre
Ringroo AI + ServiceM8
Everything you need to connect Ringroo AI to ServiceM8 — what the integration does, how to set it up, how bookings flow into your ServiceM8 account, and how to fix common issues.
On this page
- 1. What the integration does
- 2. Before you start
- 3. Connect from the ServiceM8 Add-on Store
- 4. Connect from inside Ringroo
- 5. How a phone booking becomes a ServiceM8 job
- 6. How availability works
- 7. Configuration
- 8. Permissions we request (and why)
- 9. Troubleshooting
- 10. Disconnecting
- 11. Support & privacy
1. What the integration does
Ringroo AI is an AI receptionist that answers your business phone 24/7, speaks with your callers naturally, and books jobs for you. When you connect ServiceM8, those bookings land directly in your ServiceM8 account — no re-typing, no missed jobs.
- Books real jobs: when a caller books a time, Ringroo creates the client, the job, and a scheduled booking in ServiceM8 automatically.
- Checks your real availability: before offering times, Ringroo reads your ServiceM8 schedule so it only offers slots that are actually free.
- Keeps everything in one place: your ServiceM8 account stays the single source of truth — Ringroo writes into it, your team works from it as usual.
Ringroo AI is an independent product and is not developed or supported by ServiceM8.
2. Before you start
- A ServiceM8 account with at least one staff member.
- A Ringroo AI account — a free 14-day trial is fine (create one here, no credit card needed). If you arrive from the ServiceM8 Add-on Store without an account, you can create one during the connection flow — it takes about a minute.
- You'll need to be able to sign in to ServiceM8 as a user with permission to authorise add-ons.
3. Connect from the ServiceM8 Add-on Store
- In ServiceM8, open the Add-on Store and find Ringroo AI.
- Click Activate / Connect. You'll be taken to Ringroo.
- Already have a Ringroo account? Sign in — you'll be sent straight to the ServiceM8 consent screen.
New to Ringroo? Create your free account on that page (name, mobile, suburb) — as soon as it's created you'll be sent to the ServiceM8 consent screen. - On the ServiceM8 consent screen, review the access being requested and click Allow Access.
- You'll land back in Ringroo with a "ServiceM8 connected!" confirmation. Done — bookings will now flow into ServiceM8.
4. Connect from inside Ringroo
- Sign in at ringroo.ai/app.
- Go to Settings → scroll to Calendar Integration.
- Click Connect ServiceM8.
- Sign in to ServiceM8 if prompted, review the consent screen, and click Allow Access.
- You'll return to Ringroo with ServiceM8 shown as your connected booking system.
Note: Ringroo connects to one booking system at a time (Google Calendar, Microsoft Outlook, or ServiceM8). Connecting ServiceM8 replaces any previously connected calendar.
5. How a phone booking becomes a ServiceM8 job
When a caller books a time with your AI receptionist, Ringroo creates three things in your ServiceM8 account, in order:
- A Client — the caller's name and phone number (and address if they gave one) become a ServiceM8 client record.
- A Job — with the job description exactly as the caller described it (e.g. "Blocked toilet — 23 Smith St"), attached to that client.
- A scheduled Booking — a Job Activity on your schedule at the agreed time, assigned to your staff member, so it appears in your ServiceM8 dispatch board and calendar like any other booking.
The caller receives an SMS confirmation from your Ringroo number, and (if enabled in your Ringroo settings) you get a call summary by SMS or email after every call.
Your team then runs the job from ServiceM8 exactly as normal — quoting, invoicing and payments all stay in ServiceM8.
6. How availability works
- Before offering times, Ringroo reads the day's scheduled Job Activities from ServiceM8 and treats them as busy.
- Offered slots respect your operating hours as set in your Ringroo Settings (e.g. "Mon–Fri 7am–5pm").
- Ringroo also blocks a server-side conflict check at booking time, so two callers can't take the same slot even if they ring at once.
- If you've enabled travel time in Ringroo Settings, a travel buffer is accounted for around each booking.
7. Configuration
All configuration lives in Ringroo → Settings:
- Operating hours — the window Ringroo offers bookings within.
- Timezone — make sure this matches your ServiceM8 account's region so bookings land at the right local time.
- Services & trade type — what the AI tells callers you do.
- Service area — optionally decline jobs outside your radius.
- Notifications — SMS/email summaries after each call.
The booking is scheduled against your ServiceM8 staff member automatically (the first active staff member found when you connected). If you'd like it assigned to a different staff member, contact support and we'll switch it.
8. Permissions we request (and why)
| Permission | Why Ringroo needs it |
|---|---|
| read_staff | To find the staff member bookings are scheduled against. |
| read_customers, manage_customers | To create the caller as a client on a new booking. |
| read_jobs, manage_jobs | To create the job with the caller's description. |
| read_schedule, manage_schedule | To check availability and add the booking to your schedule. |
We request the minimum access needed. We never read invoices, payments, or unrelated account data. See our Privacy Policy for how data is handled.
9. Troubleshooting
"Connect ServiceM8" sends me back with an error
Make sure you clicked Allow Access on the ServiceM8 consent screen (clicking Deny returns an error), and that your ServiceM8 user has permission to authorise add-ons. Then try again from Settings → Calendar Integration.
Bookings appear at the wrong time
Check the Timezone in Ringroo Settings matches your ServiceM8 account's region (e.g. Australia/Sydney vs Australia/Perth), then make a test booking. If it's still offset, contact support — we'll correct it for your account.
The AI offers times that are busy (or misses free ones)
Availability comes from scheduled Job Activities. Jobs in the queue without a scheduled time don't block availability. Also confirm your operating hours in Ringroo Settings are what you expect.
A booking was taken but I can't see it in ServiceM8
Every booking is also stored in Ringroo (Dashboard → Appointments) even if the ServiceM8 write fails, so the job is never lost. Check that view, then contact support and we'll investigate the sync.
The connection stopped working after a while
Access can be revoked from the ServiceM8 side (e.g. password/security changes). Reconnect in Ringroo → Settings → Calendar Integration → Connect ServiceM8.
10. Disconnecting
- In Ringroo: Settings → Calendar Integration → Disconnect. Ringroo deletes its stored ServiceM8 tokens immediately.
- Optionally, also remove the add-on from your ServiceM8 account via the ServiceM8 Add-on settings.
After disconnecting, the AI still answers calls and takes messages — it just can't check availability or book into ServiceM8 until reconnected. Jobs already created in ServiceM8 are untouched.
11. Support & privacy
- Support: email hello@ringroo.ai — we aim to respond within one business day.
- Privacy: our Privacy Policy covers what we collect, how it's stored, and your rights.
- Terms: Terms of Service.