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How to sync your calendar with Leadoo

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How to sync your calendar with Leadoo

January 27, 2022

1. Open you profile settings

Click your profile image in the top right navigation open your profile menu. In the menu, select “My account” to open the profile settings

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2. Find Calendar sync

Scroll down the page to find the section called “Calendar sync

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3. Check which email you want to sync to your profile

If you want to use Google Hangouts conferencing links in your meetings → use a Google account email.

If you want to use Teams conferencing links in your meetings → use a Microsoft account email.

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*The system prefills the email field with the address you use in your Leadoo account.

If you want to use another email, replace the prefilled text with the preferred email address.

Also make sure your calendar is not in read-only mode! (Only publicly available calendars can be synced)

If you are unable to edit your email address or click on the Sign with XX ask your Customer Success Manager to check that the feature is enabled for you 👇

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4. Sign in to correct service according to your email address

Select sign in button depending on the type of calendar service your email uses.

Google Calendar → Sign in with Google

Outlook calendar→ Sign in with Microsoft

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Note! Leadoo does not support calendar sync on private Microsoft email accounts (e.g. live.com, windowslive.com, hotmail.com). Please use verified organization accounts only.

5. Authorize your email account

Allow Leadoo to manage your calendar

A separate third-party popup will open to finalize the sync.

In order for the calendar sync to succeed, make sure to check all boxes to give Leadoo full permissions to read and modify your calendar, i.e. handle meeting bookings for you.

Leadoo will not use these rights to anything else than making incoming bookings through bots that have booking node where your calendar is linked. Leadoo will not e.g. in any circumstance delete any meetings from your calendar.

6. Check sync status

When you see this or similar view, your calendar sync was successful. If this doesn’t appear or you get error messages, the sync has failed.

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Some reasons why sync might fail: 

  • Check if your calendar permissions are in read-only mode. If yes, remove the read-only status. The calendar needs to be available for the system to read. Note that it might take a moment for the new settings to take effect.
  • You’re using a free Microsoft account. Unfortunately we only support official organization accounts.  

7. Update your booking preferences

After the calendar shows synced choose to which hours in the day, how far in future and in what intervals calendar bookings can be made to your calendar. 

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Availability allows you to choose your time zone and the hours within which calendar bookings can be made each day. Ie. Always from 9am to 12pm and 1pm to 5pm (if you want to block bookings over lunch) or Mondays from 10pm to 5pm so you can start your week by emails and planning. 

Remember that despite these availability hours the existing bookings in your calendar will also block anyone from scheduling overlapping meetings. Ie if you have a recurring team meeting every Monday morning this will automatically be unavailable in your calendar. 

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Allow scheduling 
Here you can decide how far in future your calendar can be viewed and meetings scheduled. 

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Buffer time
This comes handy if you want to always have a short break in between meetings so that meetings cannot be booked back to back in your calendar. 

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Don’t allow scheduling
If you want to make sure there will be no surprise meetings for the same day or no new meetings for next X hours or days. With this rule your calendar can only be viewed and booked starting after the set time. This is also the minimum time that you will have for preparing for the meeting. 

8. Add meeting details

Once a meeting has been scheduled from your calendar both you and the scheduler will get an calendar invite. In default meeting details you can choose what will this calendar invitation state.

Google Calendar → Select Google Meet

Outlook calendar→ Leave “Not Specified”

 

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NB!
If you have included the scheduling of different meeting types you can also set the meeting details per bot or dialogue branch within the bot editor. 

9. Leadoo CSM adds you as Lead recipient

Once the setup is complete your Leadoo Customer SUccess Manager will add you to receive any leads that come through your own personal calendar integration. This way you will both get the calendar invitation as well as the bot dialogue and other lead details collected on the bot. 

10. Test your calendar sync

Once your calendar sync is set and your calendar has been added to the desired Leadoo bot always remember to test your calendar booking before you start using it. 

This way you will make sure that you get the meeting booking notifications by email, events in your calendar, meeting details correctly and the meeting link all correctly as you wanted. 

Questions?

Contact your Customer Success Manager at Leadoo at [email protected] 

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