Calendly not syncing with my Outlook

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  • Official comment
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    Shannon Jimenez (Edited )

    Hi there,

    The plug-in connects your Calendly account to your Outlook calendar. It runs locally in the background on the computer you download it to. Your device and the plug-in will need to be running for new events to appear in your Outlook calendar. Any changes made while your computer is off and the plug-in is disconnected will update once your machine is back on.

    The Calendly for Outlook plug-in does have a setting option for it to sync in real time while your computer is running and connected to the internet.  With your plug-in open, you can click "sync now" to initiate a connection with your Outlook calendar. You will also be able to make sure your events are syncing in real time by clicking Settings > Advanced > Auto Sync "Realtime" > OK

    If your plug-in is open and has synced recently, but Calendly is not recognizing conflicts on your Outlook calendar, please make sure the events on your calendar are marked busy and not free!

    I hope this helps! If you are still having trouble and would like for us to take a deeper dive into your account, please feel free to reach out to support@calendly.com!

    Shannon
    Senior Product Specialist
    The Calendly Team

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    Vanessa Chien Lai

    Found a fix for it. Go to calendar connections and disconnect your calendar. Reconnect it by copying the new plug-in key and entering it in your plug-in under "settings." That did the trick for me.

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    Maura Collins

    I'm not sure if this is the case for others, but it's only outlook appointments scheduled by OTHERS that are not appearing as "busy" in Calendly for me. Appointments I put in Outlook do appear as busy in Calendly. And before you ask, yes the times are marked as "busy" not "free" and yes my Calendly for Outlook has synched, and it is set to synch in realtime.

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    Ashley Brady

    Same for me.

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    Aleshia Jouppi - Recruiter at Learning Care Group

    My team is also experiencing a similar issue as of yesterday 

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    The Financial Zen Group

    This just started happening to me as well.  I first noticed it the week before last.   

    I upgraded to the latest Outlook plug-in, but it's still not syncing.  

    Same as Maura - appointments put in Outlook or Calendly are marked as busy in Calendly, so clients are not double-booking, thankfully.   

    But the actual appointments scheduled in Calendly are not showing up in Outlook. 

    When I receive an email from Calendly re: a new appointment, i have to put it in my Outlook calendary manually.  

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    Jen Hanrahan - RSM Business Local

    Have done all the above steps and still it will only sync when when I manually open the Calendly for Outlook plugin and click Sync Now. Real-time syncing is not working.

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    Shannon Jimenez

    Hi Jen,

    Once you manually click the "sync now" button, as long as your computer stays on (does not go into sleep/hibernation mode) and your plug-in settings page is open, your plug-in should be syncing with your Outlook calendar. 

    If this is not the case, I would encourage you to open up a support ticket by emailing support@calendly.com. Please include an example of a day and time that is busy on your Outlook calendar but is still showing as available in Calendly (or vice versa) and they'd be happy to take a closer look at what might be going on!

    Shannon
    Senior Product Specialist
    The Calendly Team

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    Sylvia Boyd

    Is there an option to sync to Outlook without plug running on computer fulltime?  For instance is there and IOS/iphone app to sync with phone based email client?  Since I receive appoints through out the day and after hours, when my computer is not running, I'm unable to have realtime updates.  Any suggestions?  Thanks...

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    Shannon Jimenez

    Hi Sylvia,

    Your computer and plug-in will need to be running at all times in order for your Outlook calendar to sync with Calendly. We do not currently offer a way for the plug-in to be installed on your mobile phone.

    You could connect to a web based version of Outlook like Office365 or Outlook.com so that your calendar will be syncing with Calendly in real time. If this option would work, you can disconnect your current calendar integration on your Calendar Connection page and connect to a web based version instead. 

    Shannon
    Senior Product Specialist
    The Calendly Team

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    Kristina O'Leary

    How do I get to the Calendly for Outlook plug-in settings page?

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    Tim DaGraca

    Hi Kristina,

    1. Search for "Calendly for Outlook" via the Start Menu of your Windows computer.
    2. Open the program.
    3. Click on settings

    That will do the trick!

     

    Tim DaGraca
    Senior Product Specialist
    The Calendly Team

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    Mathew Knight

    I'm receiving notifications on Calendly and my email but the appointments aren't showing on my Calendar on outlook. 

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    Tim DaGraca

    Hi Mathew,

    So sorry to hear that! Please search for "Calendly for Outlook" on your computer. From there, click on "Settings."

    Ensure that there's a calendar listed in the dropdown of "Add new events to calendar":

    Another good rule of thumb is to ensure that your plug-in is synced. You can check via the app/settings shown above, as well as via your Calendar Connection page.

     

    Tim DaGraca
    Senior Product Specialist
    The Calendly Team

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    Brent Gray

    Shannon,

    You've commented several times in this forum that:

    • Your device and the plug-in will need to be running for new events to appear in your Outlook calendar.
    • You've explained how to assure the plug-in runs upon restart of one's computer.
    • You've also talked about opening 'Calendly for Outlook' and clicking 'Sync Now' to assure that syncing has occurred.

    The above raises a few questions for me:

    1. When you say "the plug-in must be running" where is that plug-in controlled and how do I "run" it? Is the plug-in a separate app from the "Add-in" that I can see inside my Outlook settings? My Outlook options shows an Active Application Add-in called "Calendly for Outlook" that is active and is supposed to 'Load at startup". Is that the add-in we are talking about here?
    2. How can one tell if the plug-in is running? I hardly ever turn my computer off, but sometimes when I open my Outlook calendar I get a prompt that the plug-in is not running.
    3. When I open 'Calendly for Outlook' and click 'Sync Now' it syncs just fine and gives me a new Last Sync date and time. But when I then go to Calendly > Calendar Connections the sync date there is an hour or two older. Why is it not the same date and time as was just shown in Calendly for Outlook?

    Thanks for your help.

      - Brent

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    Avant Garde Solutions

    We're having the same issue! 

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    Leigha Kinnear (Edited )

    I am having issues with Calendly not syncing with Outlook. I initially connected to Outlook directly but that wasn’t syncing. So then I switched to the plug in but that has crashed with each install and I keep getting an error message saying outlook isn’t my default email but it is (through General settings and file directly in outlook and via Default Apps through Setting on my Surface).
    What makes matters worse is that I’ve had no response on my ticket for over two business days and there is no other way to contact support. This is my first use for my business and I was hoping I’d love it and convert to being a paid customer. I’m not only unimpressed I’m now frustrated and have clients already scheduling in here so now I’m stuck for a while. What poor service and functionality.

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    James Jones

    I was also having problems syncing calendar events. After Vanessa Chien Lai‘s response I found out that the events scheduled before the plug in install will not sync up. So I’m assuming those events will have to be redone? Is there another way to sync?

    Also agree with Leigha Kinnear that the troubleshooting resources and real time solutions should be improved.

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    Ryan Paul Leahy

    Same issues and agreed. I've gotten one answer responses and then no follow up. Glad I'm not the only one. 

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    Tim DaGraca

    Hi @James and @Ryan,

    Thanks so much for being Calendly users. It's correct that events scheduled before the plug-in is installed will not sync with your computer. The reason is that publishing happens at the time the event is scheduled --which acts as an instantaneous trigger--which pings the plug-in to post the device to your native calendar in Outlook. If the trigger is fired before the plug-in is installed, then the plug-in is never pinged, and an event is not published. 

    If possible, we suggest using Office 365 or or Outlook.com as a calendar connection instead of the plug-in. This is a real time, cloud based connection and events scheduled are pushed to your calendars.

    In terms of support, our community forum is monitored less frequently as we encourage Calendly users to help out fellow Calendly users. With that being said, our support team is always available by email Monday through Friday from 8:00am-6:00pm EST. If you're a Premium or Pro customer, we are guaranteed to get a first response to you within 3 business hours -- but many times we are quicker than that. 

    If needed, please feel free to write a support ticket so that our team can dive in further. That way, we can help your use-cases out specifically.

    I hope that helps!

    Tim DaGraca
    Senior Product Specialist
    The Calendly Team

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    Patrick Marion

    Your Outlook Calendar is not connected. Please visit your Calendar Connections page to resolve.

    Keep getting this error message. have tried everything to no avail. HELP!

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    Frances

    Hello Patrick, 

    I'm quite sorry to hear about the trouble but happy to help!

    It looks like you have successfully connected using our Outlook plug-in option. Please note the plug-in connects your Calendly account to your Outlook calendar. It runs locally in the background on the computer you download it to. Your device and the plug-in will need to be running for new events to appear in your Outlook calendar. Any changes made while your computer is off and the plug-in is disconnected will update once your machine is back on.

    If you experience any trouble, please feel free to reach out to our Support team at support@calendly.com to assist further!

    Frances
    Senior Product Specialist
    The Calendly Team

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    BrainX

    I have a similar problem.  Meetings scheduled on Calendly are not showing up on my outlook.  it is as if Calendly has stopped syncing. Perhaps whoever answers your question will also solve the problem I am having. 

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    Shannon Jimenez

    Hi Everyone,

    To ensure your plug-in is syncing successfully, please open your Calendly for Outlook plug-in settings page and click the "sync now" button:

    Once you've done that, head over to your Calendar Connection page to make sure the sync carried over to Calendly:

    If your Last Synced date is up to date, head back to your plug-in settings page and click the blue Settings button. This will bring up the window that will show you which calendar Calendly is posting new events to:


    Please confirm that that is the calendar you are checking for new Calendly events!

    Once you've completed those steps, I'd recommend booking a TEST event using your Calendly link. If you don't see the TEST event appear after completing the steps above, please reach out to support@calendly.com and they can further assist you. 

    Shannon
    Senior Product Specialist
    The Calendly Team

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