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Setting up calendar integration

Overview​

Calendar integration connects your Google Calendar or Microsoft 365 / Outlook calendar to the platform, enabling availability checking, conflict detection, and automatic creation of meeting events when bookings are confirmed.

note

Only one calendar can be active at a time — either Google Calendar or Microsoft 365 / Outlook. Switching calendars later does not retroactively migrate existing meetings.

Prerequisites​

Before setting up calendar integration, ensure you have:

  • A Google Workspace / personal Google account or a Microsoft 365 / Outlook.com account
  • Access to the My Meetings feature in your account

Connecting your calendar​

You can connect your calendar during the initial setup wizard or at any time from Meeting Settings.

Option A — During initial setup​

When you first visit My Meetings, the setup wizard walks you through four steps. On step 2 (Connect calendar), select your calendar provider:

  • Google Calendar — Click Sign in with Google and grant the required permissions.
  • Microsoft 365 / Outlook.com — Select Microsoft 365 / Outlook.com, then click Sign in with Microsoft and grant the required permissions.

Calendar connection showing Google and Microsoft options

Option B — From Meeting Settings​

  1. Navigate to My Meetings from the main menu.
  2. Click the three-dot menu in the top-right corner and select Meeting settings.
  3. Under Calendar settings, select your calendar provider and sign in.

Demo:

What happens after connection​

Once your calendar is connected:

  • Availability checking — The platform checks your calendar for conflicts when invitees try to book, so only genuinely free slots are shown.
  • Automatic event creation — Confirmed bookings create calendar events in your connected calendar automatically.
  • Notetaker scheduling — The platform automatically schedules notetakers for your upcoming meetings.
  • Meeting insights — AI-powered summaries and transcripts are generated for recorded meetings.

Choosing a meeting app​

After connecting your calendar, select your default video conferencing app:

  • Google Meet — Recommended for Google Workspace users.
  • Zoom — Requires a Zoom account.
  • Microsoft Teams — Recommended for Microsoft 365 / Outlook users and Teams-based organizations.

Your chosen app is used to generate video conference links for all Video meeting event types.

Managing your calendar connection​

Viewing your connected calendar​

Navigate to My Meetings → Meeting Settings to view your connected calendar status.

Disconnecting your calendar​

  1. Go to My Meetings → Meeting Settings.
  2. Click on your connected calendar.
  3. Select Disconnect.

Note: Disconnecting your calendar will stop automatic notetaker scheduling for future meetings.

Switching calendar providers​

To switch from Google to Microsoft (or vice versa):

  1. Disconnect your current calendar in Meeting Settings.
  2. Connect the new calendar provider following the steps above.

Meetings already scheduled are not migrated — only new bookings going forward will use the new calendar.

Troubleshooting​

My calendar events aren't syncing

Try disconnecting and reconnecting your calendar. Ensure you've granted all required permissions during the connection process.

I don't see the Connect Calendar option

Ensure you have the appropriate permissions in your account. Contact your administrator if the option is not available.

Microsoft sign-in is failing

Ensure your Microsoft 365 account has calendar access permissions enabled by your IT administrator. Use your work email when authenticating. Personal Outlook.com accounts are also supported.