Solo and Pro plans. Video meetings and calendar connections come with the Solo and Pro plans. Compare the plans.
When you need it
- A booking has no meeting link, or a calendar entry is missing.
- Settings, the Team screen or a booking shows a warning about Zoom, Microsoft or Google.
- Someone can't connect their calendar.
Step by step
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Open CaliDiary → Settings → Integrations → Video and calendar and look at each service's label: Connected, Saved, not tested yet, Needs attention, Not set up or Secret needs entering again.
[Screenshot to come] It will show: The Video meetings and calendars card with three different labels: Zoom Connected, Microsoft Needs attention with a failed Test connection message, Google Saved, not tested yet.The video and calendar settings with each service's status label (Settings → Integrations → Video and calendar) -
Press Test connection for the service and read the message under its heading. Fix what it says (the messages are all listed below), press Save Zoom, Save Microsoft or Save Google, and test again.
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For a person, open Team and locations → Team → People and look under Their own calendar (two-way):. If it says Needs connecting again, press Connect … again and sign in.
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For a booking, open it and look at Video meeting and calendars. Each item shows Done or Not yet with the reason. Once the cause is fixed, press Try again.
[Screenshot to come] It will show: Video meeting and calendars with “No Microsoft Teams link yet. The customer’s emails say it will follow…”, an item “…: CaliDiary has stopped trying. … Press Try again when it is fixed.” and the Try again button.A booking whose Teams link could not be made yet, with Try again (Appointments → Overview → a booking's window) -
Still stuck? Note the exact message and contact support.
Where to look
| Where | What it tells you |
|---|---|
| Settings → Integrations → Video and calendar | Each service's label and its last Test connection result |
| Team and locations → Team → People | Each person's connection under Their own calendar (two-way): |
| My diary (team members) | Their own My calendar card |
| The booking's window | Video meeting and calendars: the link, where it was added, and Try again |
Tips
- The booking itself is never held up: it is confirmed by its normal rules, the link follows by email if it couldn't be made at once, and the business is told what went wrong.
- Providers sometimes rename their menus. If a step in a set-up guide doesn't match the provider's screen, look for the nearest name.
- Most connection problems after a quiet spell are expired sign-ins or secrets: check the Microsoft secret's Expires date and whether the Google app is published.
Common problems
Setting up for the business
Zoom, Teams or Meet is greyed in a booking set-up, with “Connect Zoom (or Microsoft, Google) in Settings → Integrations first”
Nothing is connected for that service yet, so a set-up can only choose None or A fixed link. Set the service up: Connect Zoom, Connect Microsoft Teams and Outlook or Connect Google Meet and Google Calendar.
“Zoom isn’t connected yet. Set it up in Settings → Integrations → Video and calendar, or bookings won’t get a meeting.”
The set-up asks for Zoom, but Zoom isn't set up. Follow Connect Zoom, or choose another video service for the set-up.
“Teams links need Microsoft set up in Settings → Integrations → Video and calendar, and at least one person’s Microsoft calendar connected on the Team screen.”
Set Microsoft up, then sign in the organiser account or connect at least one person's Microsoft calendar.
“Meet links need Google set up in Settings → Integrations → Video and calendar, and at least one person’s Google calendar connected on the Team screen.”
Set Google up, then sign in the organiser account or connect at least one person's Google calendar.
“Sign in the account that creates meetings (for example bookings@)”
The Microsoft or Google app is connected, but no organiser account has signed in, so Teams or Meet can't come from the business account yet. Press the button and sign in. See The business calendar and the organiser account.
A video service doesn't appear in a set-up's choice
A set-up shows only the services that can actually make links. Finish setting that service up and test it.
Settings suggests choosing a business calendar
No business calendar is chosen, so bookings go only to people's own calendars (where connected). Nothing is broken; choose one if you want every booking in one place.
Bookings appear in the Microsoft organiser's calendar as well as the Google business calendar
That is how Teams works: a Teams meeting always lives in the Microsoft organiser's calendar. Use a dedicated organiser account, such as bookings@, so it stays out of anyone's own diary. If the business calendar is the organiser's own calendar, each booking appears only once.
“Google needs you to sign in again”
The organiser or business-calendar sign-in has stopped working (a changed password, removed access, or Google's 7-day Testing limit). Press the button in the banner and sign in. New bookings are still confirmed, links are tried again, and existing links keep working. You are emailed once.
A banner says the Microsoft secret expires soon, with “How to renew”
Microsoft client secrets last a set time. Make a new client secret in Entra (Certificates & secrets), paste its Value into CaliDiary and press Save Microsoft. Reminders come 30, 14 and 7 days before.
“Publish your Google app so people don't have to sign in every week”
Your External Google app is still in Testing, so every sign-in ends after 7 days. In Google Cloud, open Google Auth Platform → Audience and click Publish app.
“Your business's Google app only accepts its own staff. Ask the owner to set it to External”
Someone from outside your Workspace tried to connect an Internal app. Change the Audience to External and publish it. For Microsoft, allow accounts in any organisation (and personal accounts if needed).
“Bookings already made keep their links”
You changed a set-up's video service. Bookings already made keep their meetings; new bookings use the new service. Nothing to fix.
Disconnecting a service lists future bookings with links
Those meetings stay where they are hosted. Moving or cancelling them still updates them while possible; otherwise the booking window says so, and you may want to send those customers a new link.
A note in Settings says your plan no longer includes video and calendars
The plan went back to Free. Existing links and calendar entries stay, but no new meetings are made. Choose Solo or Pro again to carry on.
“Zoom didn’t accept these details. Check the Account ID, Client ID and Client Secret are from the same Server-to-Server OAuth app, and that the app is activated.”
Copy all three again from the app's App credentials in Zoom, make sure Activate your app was clicked, then save and test.
“Connected, but the app is missing these scopes: …”
Add the named scopes on the app's Scopes page in Zoom (the four
meeting:…:admin scopes), then test again.
“Zoom couldn’t be reached: …” or “… couldn’t be reached”
Your website couldn't contact the service. Try again in a few minutes; if it keeps happening, ask whoever looks after your website to check it can reach the internet.
“Microsoft didn’t accept the app’s client ID or secret. Check them in Settings → Integrations → Video and calendar (a Microsoft secret also runs out on its expiry date).”
Paste the secret's Value (not the Secret ID), check it hasn't expired, and check the Application (client) ID and Directory (tenant) ID are from the same app.
“The Google Calendar API isn’t switched on in your Google Cloud project…”
In Google Cloud, open APIs & Services → Library, find Google Calendar API and click Enable.
Secret needs entering again (or “The saved secret can’t be read…”)
The website's security keys in
wp-config.php changed, so the saved secret can't be read. Paste the secret again and save.
Saved, not tested yet
The details are saved but haven't been checked. Press Test connection.
The redirect address warns that it has a “?” in it
WordPress's permalinks are set to “Plain”, which Google and Microsoft won't accept. Choose another permalink setting (such as Post name) in WordPress → Settings → Permalinks, then copy the new redirect address into your app.
The redirect address warns that your site starts with http://
Google and Microsoft accept only
https:// addresses (except localhost). Switch the website to https first.
People connecting their own accounts
Not connected, with Connect buttons
This person hasn't connected a calendar. That's fine: their bookings use the business account for links and their times follow their CaliDiary hours. To connect, see Connect your own calendar.
The Connect buttons don't show for someone
The business hasn't set up Google or Microsoft yet, or the person is a Viewer.
A note says Meet calls with 3 or more people stop at 60 minutes on free Gmail
Google limits group calls on free Gmail. It shows where a set-up has several places per time and lasts over an hour. Use Google Workspace or another video service for long group sessions.
“Calendar only: personal Microsoft accounts can't create Teams links”
They connected a personal Outlook.com or Hotmail account. Their calendar syncs; for Teams links their bookings use the business account.
“Your company's IT needs to approve this app”
Their organisation requires IT approval. Send the ready-made note and link to their IT team, then connect again once it is approved. Meanwhile their bookings use the business account.
“Your Zoom meetings use the business's Zoom account”
They are a user on your business's Zoom account, so there is nothing to connect: they host meetings made from it.
Someone's Zoom is a separate Zoom account
They see the option that fits: Connect Zoom when the business's Zoom app allows other accounts, or a guided way to paste their own Zoom app's keys into their profile.
Needs connecting again, Needs attention or “Sign in again”
Their sign-in has stopped working or they disconnected. Press Connect … again and sign in. Meanwhile future links come from the business account, existing meetings keep working, and the booking window notes any calendar entry that couldn't be updated.
“Connecting was cancelled. Nothing was changed.”
The sign-in window was closed or refused. Press Connect again and click Allow or Accept.
“That took too long, or the link was used already. Please connect again.”
The sign-in took too long or was used twice. Press Connect again and finish within a few minutes.
“This calendar couldn’t be connected from this browser. Sign in to WordPress as the same person who pressed Connect, and try again.”
The sign-in came back to a different WordPress login or browser. Use the same browser and login that pressed Connect.
“The calendar couldn’t be connected. Please try again.”
Something else went wrong at Google or Microsoft. Try again; if it repeats, check the app's redirect address and account types, then contact support.
A prompt asks you to give a leaver's bookings to someone else
When someone stops taking bookings or is deleted, their connections are removed and their future bookings are flagged. Give each one to another person; links from the leaver's own account are made again and the customer is emailed.
Bookings and their links
“No … link yet. The customer’s emails say it will follow; it is emailed to them as soon as it exists.”
The meeting is made only once the booking is confirmed (accepted and, where needed, paid), or it is still being made. Accept the request or record the payment; the customer is emailed the link as soon as it exists.
“Video meeting not made yet”, or “…: not done yet. CaliDiary is trying again.”
The provider was busy, out of reach, or a limit was reached (Zoom allows 100 meetings made or changed per user per day). CaliDiary tries again with growing gaps and emails you once. You can press Try again.
“…: CaliDiary has stopped trying. … Press Try again when it is fixed.”
Something needs fixing first, such as an expired secret or a sign-in. Fix it using the messages above, then press Try again.
“Tried again: not everything worked yet.”
At least one item still failed. Read its line in Video meeting and calendars, fix the cause and try again.
“Link from the business account”
The set-up asks for the person's own link, but they can't make that kind (not connected, or a calendar-only Microsoft account), so the business account made it. The customer still has a working link.
The customer asks whether their link changed after a move
Moving a booking to a new time keeps the same link and moves every calendar entry; their “moved” email carries the link. Only a move to another person whose link came from the old person's own account makes a new link, which is emailed to them.
A cancelled booking's meeting is still in someone's calendar
Cancelling deletes the meeting and removes every calendar entry. If one stays, that calendar's connection has stopped working: check the person's card for Needs connecting again.
Several customers booked the same time and share one link
That's expected: several places at the same time share one meeting, and each calendar gets one entry showing the number booked. Several services back to back get one meeting for the whole time.
A calendar entry doesn't show the customer's email or phone
That's on purpose: entries show the service, the customer's name, the reference and a link to the booking only, because calendars are often shared. They are private and send no invitations.
A busy event didn't block a time, or a free one did
Only events marked busy (or tentative) block times; events marked free and all-day “free” events don't. Check how the event is marked in the calendar, and that the calendar is ticked under Times they’re busy in these calendars can’t be booked. Press Check now to read busy times again.
The customer didn't get an invitation from Google or Microsoft
That's on purpose: CaliDiary never lets Google or Microsoft send invitations. The customer gets the link in CaliDiary's emails and calendar file.
The person running a business-hosted meeting can't let the customer in
The booked person is added to the meeting where the provider allows it. If they still can't admit the customer, check the meeting's waiting-room setting, or have the organiser account admit them.