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Calendar settings

How to set up Google/Outlook sync and prevent bookings over your other commitments

Under Settings › Calendars › Connections, connect the external account, pick the Linked Calendar (receives bookings) and mark Conflict Calendars (block busy slots). Under Advanced Settings, choose default sync (blocked slots) or two-way sync (appointments).

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Before you start

  • You need admin or manager access in the account.
  • Each user connects their own Google, Outlook/Office 365 or iCloud account, with write access if they want bookings to appear there.
  • Make sure the external calendar's timezone matches your profile's.
Where to find it

Settings › Calendars › Connections

Step by step

Connect the external account

  1. Open Settings › Calendars and click the Connections tab.
  2. Under Connected Calendars, click + Add New.
  3. Pick Google, Outlook, iCloud or Calendly, sign in and authorize the connection (read and, if you want bookings written back, write).
  4. Your email appears in the list with the provider's icon.

Set the linked calendar

  1. Under Calendar Configuration › Linked Calendar, click Add.
  2. Choose which external calendar receives bookings made in the system (it needs write access).
  3. Save. The linked calendar automatically becomes a conflict calendar too: what you create there blocks slots here, and what you book here shows up there.

Mark conflict calendars

  1. Under Conflict Calendars, click Edit.
  2. Select every external calendar that should block your availability (e.g. your family's personal calendar) and turn on Use as Conflict Calendar.
  3. Save. Only events marked Busy block slots; events marked Free are read but don't close slots. No appointments are created from these calendars.

Choose the sync type

  1. Under the linked calendar's Advanced Settings, choose:
    • Default Sync (one way): external events come in as blocked slots; no contacts are created and no workflows fire.
    • Two-Way Sync: external events come in as appointments, guests become contacts, and workflows fire like for any booking.
  2. Save.

Tips

  • Enable write-back only on your main work calendar to avoid duplicate events.
  • Marking an appointment as Showed or No Show doesn't push an update to the external calendar (so the client doesn't get "event updated" emails).
  • If you reconnect an account that was disconnected, upcoming bookings that weren't synced are pushed automatically.

Common problems

  • A red banner says "Reconnect your integration" → The authorization expired or was revoked (e.g. you changed your password). Under Connections, click Reconnect and authorize again.
  • External events don't show in the system → No linked calendar is selected or sync is off. Under Linked Calendar, click Edit and make sure Sync Events is on.
  • People still book over my external events → The calendar isn't set as a conflict. Under Conflict Calendars, edit and turn on Use as Conflict Calendar. Also check the external event is marked Busy.
  • Bookings don't go to Google/Outlook → Write-back is off or the account only has read access. Edit the linked calendar, turn on Write Back Appointments and authorize with write access.
  • Duplicate events in the external calendar → More than one calendar has write-back on. Turn it off on the secondary calendars.

Frequently asked questions

What happens to a Google event with guests under two-way sync?

An appointment is created in the system for that slot, the guests become contacts, and appointment workflows can fire for them. Under default sync, only the slot is blocked.

I deleted the calendar in Google and now I get an error

On the error banner, click Fix This, then Remove Deleted Calendars to clean up the connection; then pick a valid calendar.

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