Solo and Pro plans. Video meetings and calendar connections come with the Solo and Pro plans. Compare the plans.
When you need it
- You want one calendar that shows every booking for the whole practice, such as a shared “Brightwell bookings” calendar.
- You want Teams or Meet links made from one business account, such as [email protected], rather than from each adviser's own account.
- Some team members haven't connected their own calendar, and their bookings still need a Teams or Meet link.
Before you start
- Connect Microsoft or Google first: Connect Microsoft Teams and Outlook or Connect Google Meet and Google Calendar.
- We recommend a dedicated organiser account, such as [email protected], rather than a person's own account, so meetings don't depend on one person staying.
Step by step
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Open CaliDiary → Settings → Integrations → Video and calendar and find the Microsoft Teams and Outlook or Google Meet and Google Calendar section you have set up.
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Press Sign in the account that creates meetings and sign in with the organiser account, such as [email protected]. Click Accept (Microsoft) or Allow (Google).
[Screenshot to come] It will show: The Microsoft section after saving the app, with the button to sign in the account that creates meetings (label to check in the final test) and its short explanation.CaliDiary's Microsoft settings asking to sign in the account that creates meetings (Settings → Integrations → Video and calendar (Microsoft Teams and Outlook)) -
Choose the business calendar: one calendar, in one connected Google or Microsoft account, that receives every booking. You can also choose none.
[Screenshot to come] It will show: The organiser account [email protected] shown as signed in, and the business calendar choice set to a calendar named “Brightwell bookings”.The organiser account signed in and the business calendar chosen (Settings → Integrations → Video and calendar (business calendar)) -
If several people have connected their own account, choose who makes links for people who haven't connected, under Teams links for people who haven’t connected Microsoft are made in or Meet links for people who haven’t connected Google are made in:
- The first person connected; or
- one person's calendar, shown as their name and email.
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Press Save Microsoft or Save Google.
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In each booking set-up, choose the video service and whose account makes the link. See Video meetings in booking set-ups.
The business calendar and people's own calendars
| Calendar | What goes in it |
|---|---|
| The business calendar | Every booking, whatever made its link and whoever it is with |
| A person's own calendar | Only their own bookings, in the calendar they choose, once they have connected it |
When a person hasn't connected a calendar, nothing is added anywhere except the business calendar.
Which account makes the link
By default the business account (the organiser account) makes every Teams or Meet link. A booking set-up can choose the booked person's own account instead; people who haven't connected one get a link from the business account, so a booking never goes without a link.
When Teams links and a Google business calendar are mixed
If your links come from Microsoft Teams but your business calendar is in Google, the Teams meeting lives in the Microsoft organiser's calendar (that is how Teams works), and the booking is also added to the Google business calendar. This is why we recommend a dedicated organiser account.
Tips
- If the business calendar is the same calendar as the organiser account's, each booking appears there once, never twice.
- If no business calendar is chosen, bookings go only to people's own calendars (when they have connected one). Nothing breaks; Settings suggests choosing one.
- Use a shared mailbox or a dedicated user as the organiser account, so the meetings keep working when someone leaves.
- If the organiser account's sign-in stops working (a password change, access removed, or Google's 7-day Testing limit), new bookings are still confirmed and the links are tried again. See Video and calendar troubleshooting.