Calendar Sync Setup

This guide walks you through connecting your Google Calendar, Outlook, or iCloud account to the platform so that appointments booked inside the system appear on your external calendar, and events on your external calendar block booking availability.

Prerequisites

Before you begin, make sure you have:

A valid Google, Microsoft, or Apple account with an active calendar
Admin or user-level access to the calendar settings in your sub-account
At least one booking calendar created in the platform (Personal Booking, Round Robin, Class Booking, or Service Calendar)
Your time zone set correctly in both the platform and your external calendar

Connect Your External Calendar

Link your external calendar account to the platform.

Navigate to Settings in your sub-account
Select Calendars under Business Services
Click the Connections tab at the top of the page
Click + Add New to start adding an external calendar
Select your calendar provider from the options:
- Google Calendar: For Gmail or Google Workspace accounts
- Outlook Calendar: For Microsoft 365, Outlook.com, Live.com, or Hotmail accounts
- iCloud Calendar: For Apple calendar users
A sign-in window will appear. Sign in to your external calendar account
Accept all requested permissions, including Calendar read/write access, Profile, and Email access
After granting permissions, the platform redirects you back to the Connections page
Verify your email address is listed under Connected Calendars with the provider icon

Your external calendar is now connected. The next step is configuring how the platform uses this connection.

Set Up Your Linked Calendar

Define where new bookings from the platform should be written.

Stay on the Connections tab in Settings > Calendars
Scroll down to the Calendar Configuration section
Locate the Linked Calendar area and click Add
Choose the specific calendar from your connected account where you want new bookings to appear
Click Save to confirm

Your Linked Calendar is now set. Every appointment booked through the platform will automatically appear on this external calendar.

Important: When you set a Linked Calendar, it is automatically added as a Conflict Calendar as well, ensuring two-way sync.

Configure Conflict Calendars

Set which external calendars should block your availability when they have events.

In the Connections tab, scroll to the Conflict Calendars section
Click Edit to open the conflict calendar settings
Toggle on each calendar that should block your availability (e.g., personal calendar, shared team calendar, holiday calendar)
Click Save to apply the settings

The platform now checks all selected Conflict Calendars before showing available time slots to clients. Any event marked as “Busy” on these calendars will block the corresponding time slot in your booking page.

Events marked as “Free” in your external calendar are fetched but do not block availability.

Choose Your Sync Mode

Decide how deeply external calendar events integrate with your CRM.

In the Connections tab, locate the Sync Preferences section
Choose between two modes:
- Default Sync (One-Way): External events appear as blocked slots only. No new contacts are created for guests found in external calendar events. No automations are triggered. Best for preventing double-bookings without pulling personal events into your CRM.
- Two-Way Sync: External events sync as full appointments. Contacts are automatically created for guests found in external calendar events. Automations and workflows can be triggered. Best for sales teams where all meetings should be tracked in the CRM.
Click Save to activate the sync mode

Most users should start with Default Sync to prevent double-bookings without importing personal calendar guests as CRM contacts.

Verify Time Zone Alignment

Prevent time zone mismatches that cause scheduling errors.

Navigate to Settings > My Profile in the platform
Confirm your Time Zone setting matches your actual location
Open your external calendar (Google Calendar, Outlook, or iCloud) in a separate browser tab
Check the time zone setting in your external calendar and ensure it matches the platform
If you travel frequently, decide whether to keep a fixed “home” time zone or let it update automatically (a fixed time zone is generally safer for booking pages)
Click Save in both systems if you made any changes

Aligned time zones ensure that events appear at the correct time on both calendars.

Test Your Calendar Sync

Verify that sync is working correctly in both directions.

Test 1: Platform to External Calendar

Navigate to Calendars in the platform
Manually book a test appointment on any calendar
Open your external calendar (Google, Outlook, or iCloud)
Confirm the appointment appears on your external calendar with the correct date, time, and details
Cancel the test appointment in the platform and verify it is removed from your external calendar

Test 2: External Calendar to Platform

Open your external calendar and create a new event during your normal booking hours
Mark the event as Busy (not Free)
Return to the platform and open your booking page by clicking Share on your calendar
Verify that the time slot corresponding to your external event is not available for booking
Delete the test event from your external calendar

If both tests pass, your calendar sync is working correctly.

Reconnect if the Integration Breaks

Fix calendar sync issues caused by expired tokens or permission changes.

If you see a red banner or warning icon on the Connections page:

Click Reconnect next to the affected calendar
Sign in to your external calendar account again
Re-authorize the platform with full permissions
The connection is restored and sync resumes immediately

If the underlying calendar was deleted entirely:

Click the Fix This option on the banner
A modal will list all deleted calendar instances and where they are connected
Click Remove Deleted Calendars to clean up broken connections
Reconnect with an active calendar by clicking + Add New and following the connection flow

Your calendar sync is now restored and operational.

Next Steps

Now that your calendar sync is active, consider these enhancements:

Connect external calendars for all team members if you use Round Robin scheduling to ensure accurate availability across your team
Add personal calendars, shared team calendars, and holiday calendars as Conflict Calendars to prevent double-bookings
Set up automated reminders using Appointment Reminders so clients receive timely notifications before each appointment
Periodically verify sync is working by creating test events and confirming they block availability in the booking widget
Reauthorize your calendar connection immediately after changing your Google or Microsoft password to prevent token expiration
Monitor your appointment data in Reporting > Appointment Reports to identify patterns and optimize your calendar settings