Solo and Pro plans. Video meetings and calendar connections come with the Solo and Pro plans. Compare the plans.
When you need it
- An adviser wants their client meetings to appear in their own Outlook or Google Calendar.
- A partner keeps other appointments in their calendar, and those times shouldn't be bookable.
- Someone should host their own Teams or Meet links, made from their own account.
Before you start
- The business must have set up Microsoft or Google once in Settings → Integrations → Video and calendar. Until then the Connect buttons don't show. See Connect Microsoft Teams and Outlook or Connect Google Meet and Google Calendar.
- Team members never make apps or keys: they only press Connect and sign in with their own account.
Step by step
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An admin opens CaliDiary → Team and locations → Team → People and finds the person. A team member opens My diary on the team sign-in page instead, and uses the My calendar card.
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Under Their own calendar (two-way):, press Connect Google Calendar or Connect Outlook or Microsoft 365.
[Screenshot to come] It will show: Priya Shah's row with “Their own calendar (two-way):”, the Not connected label and the Connect Google Calendar and Connect Outlook or Microsoft 365 buttons, with the hint under them.A team member's row with the buttons to connect Google Calendar or Outlook (Team and locations → Team → People) -
Sign in with this person's own account on the next screen, then click Allow (Google) or Accept (Microsoft). On free Gmail you may first see “Google hasn't verified this app”: click Advanced, then Go to [the app name].
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Back in CaliDiary you see “Google Calendar is connected.” (or “Outlook or Microsoft 365 is connected.”) and a Connected label with the account. CaliDiary shows what the connection can do, such as “Google Calendar and Meet” or “Calendar only”.
[Screenshot to come] It will show: The success notice “Google Calendar is connected.”, Alex Morgan's row with the Connected label, the account shown and what the connection can do (“Google Calendar and Meet”).A team member's Google Calendar shown as connected (Team and locations → Team → People (after connecting)) -
Under Put their bookings in, choose the calendar their bookings go into, or Don’t add bookings to a calendar.
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Under Times they’re busy in these calendars can’t be booked, tick every calendar whose busy times should block bookings.
[Screenshot to come] It will show: Put their bookings in set to “Client meetings”, two calendars ticked under Times they’re busy in these calendars can’t be booked, the busy-times line, and Save calendar choices, Check now and Disconnect.Choosing the calendar for bookings and the calendars that block busy times (Team and locations → Team → People (calendar choices)) -
Press Save calendar choices. Use Check now to read their busy times straight away; otherwise they are read regularly by themselves.
What each kind of account can do
| Account | Calendar | Video links |
|---|---|---|
| Google Workspace or free Gmail | Yes | Google Meet links |
| Microsoft 365 work or school account | Yes | Microsoft Teams links |
| Personal Microsoft account (Outlook.com, Hotmail) | Yes | No: Microsoft doesn't let personal accounts create Teams links |
| Zoom | No calendar | Zoom meeting links only |
On free Gmail, Meet calls with three or more people stop at 60 minutes. CaliDiary says so where a booking set-up has several places per time and lasts over an hour.
Someone from another organisation, or with a personal account
They connect with the same button, using their own account, as long as the business's app accepts outside accounts:
- Google: the app's Audience is External and it is published.
- Microsoft: the app accepts accounts in any organisation, plus personal accounts if anyone uses one.
Their company's IT may need to allow the app once. Anyone who can't connect uses the business account.
If nobody connects
That is fine. Their bookings use the business account for links, nothing is added to their own calendars, and the times they can be booked follow their hours in CaliDiary.
Disconnecting
Disconnect stops new bookings going into that calendar: “Calendar disconnected. Bookings already in it stay there.” Their future links come from the business account, and meetings already made in their account keep working.
Tips
- Someone with both Google and Microsoft connected chooses one calendar for their bookings, and any of their calendars to block busy times.
- Only events marked busy (or tentative) block times. Events marked free, and all-day “free” events, don't. CaliDiary's own entries are ignored.
- Calendar entries show the service, the customer's name, the reference and a link to the booking only: never their email, phone or answers, because calendars are often shared. They are private and send no invitations.
- A team member can connect, change or disconnect their own calendar in My diary at any time.