AI Integration with Peek Pro and Outlook

The integration connects at two primary surfaces: the Peek Pro API for real-time booking and guide assignment data, and the Microsoft Graph API for calendar management. Core data objects include Peek Pro's Bookings, Resources (guides), and Activities, which map to Outlook's Calendar Events and Attendees. An AI orchestration layer sits between these systems, listening for webhook events from Peek Pro (e.g., booking.created, booking.updated, resource.assigned) and executing a sequence of tool calls to the Graph API to create, update, or cancel corresponding calendar events for the assigned guide and relevant sales or operations team members.

AI manages the nuanced logic that a simple sync cannot handle. It evaluates the booking payload—including activity duration, location, guide details, and customer notes—to intelligently format the Outlook event's subject, body, and location fields. More critically, it performs conflict resolution by checking the guide's existing Outlook calendar before creating an event, and can propose alternative times or escalate scheduling conflicts to a human dispatcher via a configured channel like Microsoft Teams. The agent also handles status synchronization, automatically marking Outlook events as tentative, confirmed, or cancelled based on the booking's payment status and Peek Pro's confirmation workflows.

For rollout, we recommend a phased approach: start with a read-only sync for a pilot group of guides to populate calendars without making changes, then progress to one-way creation of events from Peek Pro to Outlook, and finally enable two-way status updates. Governance is enforced through a central service account with delegated calendar permissions, maintaining a full audit log of all sync actions. This pattern eliminates manual double-entry, reduces overbooking errors, and gives guides a unified view of their day within the tools they already use, like Outlook Mobile.

The integration architecture centers on Peek Pro's Booking and Resource APIs and Microsoft Graph's /calendar/events endpoint. A middleware service, typically deployed as a serverless function or container, listens for Peek Pro webhooks on key events: booking.created, booking.updated, booking.cancelled, and resource.availability_changed. For each event, the service calls the Peek Pro API to fetch the full booking object—including the assigned guide ID, activity details, start/end times, and customer notes—and the relevant resource record. The core AI logic acts as an orchestration layer, evaluating the payload to determine the correct calendar action (create, update, delete) and applying business rules, such as filtering for specific guide types or applying buffer times between tours.

The AI's primary role is to manage complexity and exceptions that static rules cannot handle. For example:

• Conflict Resolution: When a new booking is made for a guide who has a tentative "Out of Office" block in Outlook, the AI can evaluate the booking's priority (e.g., a high-value private tour) and either automatically override the block with a notification or escalate to an operations manager.
• Intelligent Invite Population: Instead of a generic event title, the AI drafts the Outlook meeting subject and body using data from the Peek Pro booking, such as "[Peek Pro] Rock Climbing Tour - Smith, Party of 6". It can also auto-populate the location field with the activity's address from Peek Pro and attach the customer's itinerary PDF as a calendar attachment.
• Status Synchronization: If a guide marks a meeting as "Declined" or "Tentative" in Outlook, the AI agent can interpret this as a potential availability issue, trigger an alert in Peek Pro's operator dashboard, and suggest reassigning the booking to another available guide.

Governance and rollout require a phased approach. Start with a read-only sync for a pilot group of guides to build a baseline of calendar data. The next phase implements one-way writes from Peek Pro to Outlook, with all automated events clearly tagged (e.g., [AI-SYNC]) in the calendar description and a defined audit log tracking every sync attempt. A final human-in-the-loop approval step can be configured for specific high-risk scenarios, like bookings exceeding a certain value or involving unverified new guides, where the AI proposes the calendar action but requires a manager's approval in a Slack channel or Microsoft Teams before execution. This ensures the system enhances operational speed—turning manual calendar updates from a 15-minute daily task per guide into a background process—without creating unmanaged risk.

This integration operates by listening to specific events in Peek Pro's Activity and Booking APIs—such as a confirmed booking or a guide assignment—and securely mapping them to calendar objects in Microsoft Graph API. Key data points include the activity's start_time, end_time, location, assigned guide email, and any custom fields for resources or notes. A middleware service, acting as a secure broker, handles authentication, data transformation, and the creation of Outlook calendar events with the appropriate attendees, titles, and reminders. All API calls are logged, and sensitive PII like customer details is omitted from calendar descriptions unless explicitly configured for internal use.

A phased rollout is critical for operational stability. We recommend starting with a pilot group of 2-3 high-volume guides or sales team members. In Phase 1, implement a one-way sync from Peek Pro to Outlook for confirmed bookings only, with a mandatory human-in-the-loop approval step before any calendar invite is sent. This allows the team to verify accuracy and formatting. Phase 2 automates the invite sending but adds a dedicated error queue and Slack alert channel for any sync failures, such as schedule conflicts or invalid emails. Phase 3 introduces bi-directional sync, where cancellations or time changes in Outlook can trigger updates back to Peek Pro, guarded by strict RBAC rules to prevent unauthorized overrides.

Governance is built around audit trails and configurable policies. Every calendar event created includes a metadata tag linking it back to the source Peek Pro booking ID for traceability. Access to the integration's configuration—such as which booking statuses trigger invites, or which resource fields populate the calendar description—should be managed through a separate admin interface, not within core Peek Pro settings. This separation of concerns ensures that operational staff can manage tours without touching the integration logic, while IT or ops leads can adjust AI behavior, set rate limits, and review logs from a central dashboard. For security, all credentials are managed via a secrets vault, and the service adheres to the principle of least privilege, requiring only Calendars.ReadWrite permissions in Microsoft Graph and specific read scopes in Peek Pro.