Google Calendar and Outlook Appointment Sync: FindSlot Guide

Google Calendar appointment sync and Outlook appointment sync send a staff member's FindSlot bookings to their connected calendar. When an appointment changes in FindSlot, its calendar event can be updated to match. This gives providers another place to see their service appointments during the day.

The connection works in one direction: from FindSlot to Google Calendar or Outlook. FindSlot does not read personal calendar events back to block booking slots. Keep your working hours, breaks and days off accurate in FindSlot when deciding what clients can book.

What does calendar sync do?

A staff member connects their own Google or Microsoft calendar from their profile. FindSlot then creates and maintains events for appointments assigned to that person.

This is useful when your team already checks Google Calendar or Outlook to plan the day. A provider can see a service appointment alongside other events in their usual calendar, while the appointment's booking details and status remain managed in FindSlot.

Connecting a calendar does not move ownership of the schedule to another application. If a client calls to change a booking, make that change in FindSlot so the appointment record, booking workflow and outgoing calendar event agree.

How appointment changes appear in the calendar

Different appointment states have different meanings. In particular, a request waiting for acceptance should not be mistaken for a confirmed service.

• A pending appointment is created: It is represented as a tentative event.
• An appointment is accepted: The event reflects the confirmed appointment.
• An appointment is rescheduled: The existing event is updated to the new time.
• An appointment is canceled or declined: Its event is removed.
• An appointment is completed: The event is kept as part of the calendar history.

Calendar updates depend on the connection and its processing. If you are checking an urgent change, use the current appointment in FindSlot as the reference rather than assuming the other calendar has already refreshed.

For more on the distinction between a request and an accepted appointment, read appointment requests versus confirmed bookings.

How to connect Google Calendar or Outlook to FindSlot

Open your FindSlot profile and use the connected-calendar controls for Google or Outlook. Sign in with the account whose calendar you want to connect and review the provider's permission request.

The calendar account does not have to use the same email address as your FindSlot login. For example, a provider may sign in to FindSlot with a work address while using a different calendar account to organize the day.

Connections belong to the signed-in staff member. Each provider should connect their own account. Connecting an owner's calendar is not the same as connecting every employee's calendar.

The current connection uses the provider's primary or default calendar. It does not offer a picker for an arbitrary secondary calendar, shared calendar or resource calendar.

What happens to appointments already booked?

On connection, FindSlot processes upcoming pending and accepted appointments for that staff member. You do not need to recreate those appointments merely to have them considered for calendar sync.

The Sync now control can request another sync of upcoming appointments. It is useful when reviewing a connection or checking that future events match the current booking records.

An event deleted directly from the external calendar may be recreated on a later sync because the appointment still exists in FindSlot. To cancel the actual appointment, use the appointment's controls in FindSlot.

This difference is especially important when several people help manage bookings. Agree which system the team uses for changes, then teach everyone the same process.

Does Google or Outlook busy time block online bookings?

No. The current integration sends FindSlot appointment events out; it does not import busy time from Google Calendar or Outlook.

Suppose a provider adds a personal event from 2:00 to 3:00 p.m. in Google Calendar. That event alone does not make the same hour unavailable on the FindSlot booking page. The provider's availability in FindSlot must also reflect the time away.

Use staff schedules, breaks and days off to control bookable time. Calendar sync gives staff another view of appointments, while FindSlot availability determines which service times clients can select.

This is also why "calendar integration" is not a precise enough description when comparing products. Ask whether a connection sends appointments, imports busy time, supports changes in both directions, or combines those behaviors. FindSlot currently supports the outgoing appointment workflow described here.

A setup check for your team

Before making a connected calendar part of your daily routine, check the workflow with an appointment your team controls.

1. Connect the intended Google or Outlook account.
2. Confirm that an upcoming appointment assigned to that staff member appears.
3. Check the displayed date, time and calendar account.
4. Change the appointment in FindSlot and check the updated event.
5. Cancel the test appointment in FindSlot and check that its event is removed.
6. Review staff availability separately so personal commitments are reflected in bookable hours.

These checks establish how the connection behaves in your account. They do not require a real customer to place a booking or receive an unexpected change.

When checking times, remember that the external calendar may display events in the viewer's selected time zone. Compare the actual appointment time and offset, particularly when traveling.

Troubleshoot a missing or outdated appointment event

First, check the appointment in FindSlot. Confirm that it belongs to the staff member whose calendar is connected and that you are viewing the correct external account.

Next, review the connection status in the profile. If access needs to be renewed, reconnect the account. If the connection is active, use Sync now and check again after processing.

Avoid creating a second appointment to repair a calendar display issue. That would introduce another booking record instead of correcting the connection.

Disconnecting a calendar stops that connection and initiates removal of its upcoming synced events. It does not mean that the business's appointments have been canceled.

Plans and related tools

Google Calendar and Outlook connections are available across FindSlot plans. The shared team-calendar view is a separate capability; compare current plans and limits when choosing tools for a multi-provider business.

Clients can continue booking through the FindSlot booking page. Your team can manage appointment reminders alongside the calendar connection.

Frequently asked questions

Can I reschedule an appointment by dragging its Google event?

Make the change in FindSlot. An external edit does not update the FindSlot appointment and may be overwritten by a later sync.

Does this calendar integration prevent double booking with personal events?

It does not import personal busy time. If a personal event should make you unavailable, reflect that commitment in FindSlot's staff availability. A visible event in Google or Outlook alone does not close that time on the booking page.

Is this two-way calendar sync?

No. It is an outgoing appointment connection. External busy-time import and changes flowing back into FindSlot are not part of the current feature.

Does every staff member need to connect separately?

Yes. Connections are personal to the staff member, and events follow the appointments assigned to that person.

Can I use both a Google account and an Outlook account?

FindSlot provides connection controls for both providers. Review each connection separately and make sure you know which account you are viewing.

Next step: Connect your usual calendar, check an upcoming appointment and keep FindSlot as the place where your team manages booking changes.