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Calendar troubleshooting

How to find out why a time slot is unavailable with the calendar troubleshooting tool

In Settings › Calendars, click the wrench icon next to the calendar (or Troubleshoot Calendar while editing it). Pick a date and hover over an unavailable slot: the code shown (USER, CONFLICT, BOOKED, BUFFER, NOTICE…) tells you exactly what's blocking it.

Updated on

Before you start

  • You need access to Calendars.
  • The tool shows slots in the logged-in user's timezone, not the client's.
  • It only diagnoses calendar setup; it doesn't show workflow errors.
Where to find it

Settings › Calendars › (wrench icon next to the calendar)

Step by step

Open the tool

  1. Open Settings › Calendars.
  2. In the list, find the calendar with the problem and click the wrench icon next to it.
  3. Alternatively, with the calendar open for editing, click Troubleshoot Calendar in the top-right corner.

Read the diagnosis

  1. Pick the date on the grid.
  2. Hover over a slot marked unavailable to see the reason.
  3. Interpret the code:
    • USER: no user available at that time. Review the availability of whoever is on the calendar.
    • COLLECTIVE: on a collective calendar, one or more members are unavailable.
    • CONFLICT: there's an event on the external calendar (Google/Outlook/iCloud) set as a conflict.
    • BOOKED: a booking already exists in the system.
    • BLOCKED: the slot was blocked manually.
    • NOTICE: it violates the minimum scheduling notice.
    • TOOFAR: it's beyond the allowed date range.
    • DAYLIMIT: the day's booking limit has been reached.
    • SLOTMAX: the maximum bookings for that slot has been reached.
    • BUFFER: another booking's pre/post buffer occupies this slot.
    • DURATION: the free gap is shorter than the appointment duration.
    • PAST: the time has already passed.
    • LOOKBUSY: hidden by the "look busy" setting.
    • NO SEATS: the class is at capacity.
    • RESOURCE: the required resource (room, equipment) is taken.

Fix the most common cases

  1. USER or no slots at all: edit the calendar, open Availability and add time blocks for the right days. Make sure at least one user is assigned.
  2. CONFLICT: check the user's external calendar under Connections; if the event shouldn't block, mark it Free in the external calendar or remove that calendar from conflicts.
  3. NOTICE, TOOFAR, BUFFER, DAYLIMIT: adjust the booking rules and buffers in the calendar's settings.
  4. The external calendar was deleted (error banner under Connections): click Fix This, review the list and click Remove Deleted Calendars; then pick a valid calendar.

Tips

  • The tool only shows the slots the calendar would generate (e.g. with 10 AM–12 PM hours and 60-minute meetings, only 10 AM and 11 AM appear). If a day has no hours, nothing shows for that day.
  • It also works with round robin calendars and groups, and shows which user is causing the block.
  • To confirm external connection status, open Connections and check that Google or Outlook shows Connected.

Common problems

  • I don't see the wrench icon → Make sure you're in Calendars, on the calendar list, and that you have permission to edit calendars.
  • Every slot shows as unavailable → Usually no user is assigned, no availability is set, or the external connection dropped. Check those three things in that order.
  • The client sees different slots than I do → The tool uses your timezone; the client sees theirs. Compare after converting the time.
  • The slot looks free in the tool but the client can't book → Check whether it's a widget issue (site cache) by reloading the booking page, and that the calendar is active and shared with the right link.

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