Connecting Microsoft Calendar

Microsoft (Office 365) Calendar sync keeps appointments and busy time events aligned between Appointible and Microsoft, so double bookings become a distant memory instead of a weekly surprise.

Once Microsoft Calendar Sync is activated, Appointible will import and export all eligible appointments and busy time events for the past two months and up to two years ahead of the current date.

Opening calendar settings

To start, click Settings in the left menu and open Microsoft Calendar under Integrations.

Important:

• Only service providers in Appointible can connect to an external calendar.
• A single service provider can connect to multiple external calendars.

If administrative rights are not available, open Profile picture → My profile → Calendar Sync and manage external calendar connections from there.

Starting a connection

Click Connect Calendar above the list to start the connection and sign in to the Microsoft account that should be synced.

Connecting Microsoft Calendar

The page is already specific to Microsoft, so there is no provider to pick — the Microsoft sign-in opens straight away.

Next, select the Microsoft account that should be connected. This is usually the Office 365 or Outlook account used to manage the main schedule.

Microsoft will show a permissions screen. Review the requested access and click Accept to continue. Without these permissions, Appointible cannot read or write calendar events, so sync will not work.

Choosing sync options

After Microsoft Calendar is connected, Appointible will ask which calendar and which event types should be synced.

1. Select the desired calendar if multiple calendars are available in the Microsoft account (for example, "Calendar", "Work", or a shared calendar).
2. Choose what to sync from Appointible to Microsoft Calendar:
   • Appointment events – sync all future appointments assigned to the service provider to Microsoft Calendar.
   • Busy time events – sync future busy time events from Appointible to Microsoft Calendar, so blocked time is visible everywhere.

If there is any doubt, these settings can be changed later. Sync will start after clicking the Start Sync button.

Checking sync status

After Microsoft Calendar is connected, the current sync status and available actions appear in Settings > Integrations > Microsoft Calendar or in the Calendar Sync panel under My profile.

1. Edit – on the Calendar Sync card in My profile, update whether appointment events and busy time events are synced.
2. Reconnect – appears when the Microsoft Calendar connection has issues and needs to be re-authorized (for example, password changed or permissions revoked).
3. Disconnect – remove Microsoft Calendar Sync from the service provider account. Syncing stops, and the appointment and busy time events Appointible already synced to Microsoft Calendar (upcoming ones, and those from the past two months) are removed from it. The appointments themselves stay in Appointible.

Deleting a calendar

Delete a connected calendar from Settings > Integrations > Microsoft Calendar. This works for every connected calendar, including one that shows Sync Failed and can no longer be reconnected, for example because the Microsoft account was closed.

1. Open Settings > Integrations > Microsoft Calendar.
2. Click the trash icon on the calendar's row.
3. Check the calendar name in the confirmation, then click Delete.

Syncing from Microsoft

Right after connecting, Appointible syncs events from Microsoft Calendar for the past two months and up to two years ahead of the current date. Depending on calendar size, this first sync usually takes between 1 and 10 minutes.

After the initial sync, new events and updates are synced automatically in about 10–20 seconds, so both calendars stay almost perfectly in step.

What can be updated in Microsoft Calendar:

1. Reschedule an appointment to another date and time in Microsoft Calendar – the appointment time updates in Appointible.
2. Add extra notes in Microsoft Calendar – the Description field in Microsoft Calendar syncs with the appointment Summary field in Appointible.
3. Canceling an appointment directly in Microsoft Calendar is not supported – cancellations must be done in Appointible.
4. Deleting an appointment's event in Microsoft Calendar removes it only from Microsoft Calendar. The appointment stays in Appointible, and the event is added to Microsoft Calendar again the next time the appointment changes. To remove an appointment, delete or cancel it in Appointible.
5. Events created in Microsoft Calendar show as busy time in Appointible. Deleting one of them in Microsoft Calendar removes the busy time from Appointible too.

Syncing to Microsoft

When Appointment events is enabled in Microsoft Calendar Sync settings, all future appointments assigned to the service provider in Appointible are synced to Microsoft Calendar. Updates and cancellations in Appointible reach Microsoft Calendar in seconds.

If an appointment is deleted in Appointible or assigned to another service provider, it is also removed from the connected Microsoft Calendar, so the schedule stays clean and accurate.

The same logic applies to Busy time events created in Appointible. When busy time sync is enabled, Microsoft Calendar receives updates whenever a busy time event is created, updated, or removed.