In this article

Syncing Your Outlook Calendar

You can sync your Outlook Calendar with your calendar to manage your schedule from one place. All events will be imported from Outlook to te app and block time on your calendar. Syncing your calendars will prevent your clients from booking when you are unavailable. When trying to book an appointment from your own calendar, you will be notified if the booking clashes with an Outlook event. 

Main Benefits

  1. Effortless Time Management: Sync appointments between the two platforms, avoiding double bookings and ensuring an up-to-date schedule.
  2. Real-Time Availability: Display your real-time availability, allowing clients to book appointments easily and reducing back-and-forth communication.

Getting started with Calendar sync

Connecting to Outlook two-way sync can be done from the Settings / My Schedule page or directly from the App Market on the left menu.  

When syncing your calendars, you can choose to import your Outlook calendar, export your calendar to your Outlook calendar, or both.

The initial sync includes calendar items from the prior and following two years.

Tip: Outlook Calendar's default setting for "All Day" events is for them to be "Free" time,  so remember to update this to "Busy" time if you want this time blocked on your app calendar. The app only syncs BUSY events.
Important: Please ensure that you are using a laptop or desktop to connect your account to the new 2-way sync. Currently, we do not support mobile devices for the initial sync connection.

Import your calendar to your Outlook Calendar

When importing your Outlook calendar into the app, you'll be able to view all of your Busy times on your calendar as long as you remember to mark the event as a Busy time in Outlook. Adding Outlook calendar items will help you make sure you prevent double bookings. 

You can choose to keep your Outlook Calendar appointment details private and visible only to you on your account.

Export your calendar display to Outlook calendar 

When exporting your calendar, you'll need to choose how you'd like to export your calendar to Outlook during the export process. The default option is to export all your calendar items to your Outlook calendar

Additionally, you can export your calendar to a brand new one that will be added to the "my calendars" section as a new subscribed calendar. (see image below). The new calendar will be named according to your business name as a default when choosing this option. You can choose a unique name during the process.


Note: Please note that creating a "new calendar" can result in double bookings, as the app bookings will not sync as busy time on your main calendar.
Tip: You can only change calendar items on the calendar you used to create them. If you would like to change an appointment or event booked via the app, please make sure to change it on the app, and if you would like to change an Outlook event, please make sure to change it on Outlook.

If you're viewing your calendar from Mac or iPhone, make sure the exported calendar is selected there as well.  

Initial sync

The initial sync process typically takes a few hours but can take up to 24 hours. During this time, some of your calendar items may not be available. All changes that occur on your calendar will be updated automatically on your Outlook calendar.

Note: For your convenience, during the process, you can choose to schedule the sync to non-working hours (1 am).
Example: Changes made on your Outlook calendar items will not be reflected in your app calendar. Next time you update the calendar item on your app calendar, the changes you made on your Outlook calendar will be erased.

Migrating from the old version of Outlook Calendar sync

To migrate to the new version of Outlook Calendar Sync, go to the relevant Calendar Sync settings page. This would be Setting-> Availability & Calendar for single-staff businesses and Settings->Staff->Advanced settings->My Schedule for multi-staff businesses.

The yellow banner to Update your Outlook sync has a "Click Here" button that, when clicked, will take you to your calendar page and to the new Outlook Calendar Sync wizard.

During this process, your Outlook calendar will subscribe to your updated calendar while the old synced calendar items are removed to prevent duplicates. 

The new 2-way sync app offers improved syncing between calendars by creating a 'mirror' of your app calendar on Outlook and vice versa. This also eliminates the need for emails with .ics files that fill your inbox. 

Note: If you decide to connect two-way sync with an Outlook account that’s different from your primary email account associated with the app, you will still be able to receive emails with .ics files to your primary email account.

Disconnecting your Outlook calendar 2-Way sync

When disconnecting the 2-way sync, all events and appointments will be removed from the Outlook calendar as a default. Before completing the process, you would be able to choose to keep all existing events and appointments.


I have an event on Outlook that is not syncing

Check the event status to be sure that the event is marked as BUSY time. The app only syncs busy times. You can check the event status type by clicking on the Event on your Outlook Calendar, then Selecting  Edit, then Other Options to view or change the event type. Please remember to save your changes.


I stopped receiving email notifications for calendar updates 

With the new 2-way sync now activated, we've taken steps to reduce your inbox clutter by turning off redundant email notifications. You can turn them back on at any time in your email template settings.

I can't connect to my Outlook calendar

If you encounter issues connecting to your Outlook calendar, try logging out and then back into your Outlook account. Once you've done that, open the two-way sync app and try again. 

If you still aren’t able to connect your Outlook account, please contact support.

I can only see parts of my calendar in my Outlook calendar

The Outlook calendar sync may take up to 24 hours. If you still can't see some or all of your calendar items on your new Outlook calendar, please contact support.

Updates I make on my calendar are not visible in my Outlook calendar

The Outlook sync connection is immediate; sometimes, it can take a few minutes to get updated due to server issues. Try refreshing your browser after 15 mins. If you still can't see the update reflected on your Outlook account, please contact support.

I've added the new calendar to my iCal, but I still can't see my calendar items in it. 

If you've successfully synced your Outlook calendar and checked the box beside your business name on your iCal, try clearing the cache on your browser. You can access your browser's Help menu to locate step-by-step instructions on how to do this or view those steps.

Basic Troubleshooting 

If you run into any issues syncing your Outlook calendar with your calendar:

  • Make sure that your browser is up to date. We recommend you use Chrome to sync your calendar the first time.
  • Clear the cache on your browser. You can access your browser's Help menu to locate step-by-step instructions on how to do this.  You can also see instructions on how to do that here.
  • Refresh the page.
  • Switch to a different browser. We recommend Google Chrome.

If the above steps do not resolve your calendar sync issues,  please the support team

Was this article helpful?