My Calendly not syncing with my Outlook?

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15 comments

  • Official comment
    Avatar
    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

  • Avatar
    JOYai

    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. 

  • Avatar
    Ashley Brady

    Same for me.

  • My team is also experiencing a similar issue as of yesterday 

  • Avatar
    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.

  • 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.  

  • Avatar
    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

  • 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.

  • Avatar
    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

  • Avatar
    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...

  • Avatar
    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

  • Avatar
    Kristina O'Leary

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

  • Avatar
    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

  • Avatar
    Mathew Knight

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

  • Avatar
    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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