06 Calendar Integration

Calendar Integration Guide

Overview

Calendar Integration keeps your notary appointments synchronized across all your calendars, preventing double bookings and providing easy mobile access. Connect with Google Calendar, Microsoft Outlook, or Calendly for seamless appointment management.

Supported Providers

Google Calendar

• Best for: Personal and business Gmail users
• Setup Time: 3 minutes
• Features: Real-time sync, multiple calendars, color coding, mobile access
• Requirements: Google account with Calendar enabled

Outlook Calendar

• Best for: Microsoft 365 and Exchange users
• Setup Time: 5 minutes
• Features: Exchange sync, meeting rooms, resource booking
• Requirements: Microsoft 365 or Exchange account

Calendly

• Best for: Client self-scheduling
• Setup Time: 5 minutes
• Features: Automated booking, reminders, payment collection
• Requirements: Calendly account (Professional or higher)

Setup Instructions

Google Calendar Setup

Step 1: Start Connection

1. Go to Dashboard → Settings → Integrations
2. Click the Calendar tab
3. Click Connect under Google Calendar

Step 2: Authorize

1. Sign in to your Google account
2. Review the permissions requested:
   • View and edit your calendars
   • View your calendar events
3. Click Allow

Step 3: Configure Settings

Step 4: Test Connection

1. Click Test Connection
2. If successful, you'll see your recent events
3. Click Save to complete setup

Outlook Calendar Setup

Step 1: Start Connection

1. Go to Dashboard → Settings → Integrations
2. Click the Calendar tab
3. Click Connect under Outlook Calendar

Step 2: Authorize

1. Sign in to your Microsoft account
2. Grant permissions to access your calendar
3. Complete the OAuth flow

Step 3: Configure Settings

Step 4: Test Connection

1. Click Test Connection
2. Verify your Outlook events appear
3. Click Save to complete setup

Calendly Setup

Step 1: Get Your Credentials

1. Log in to your Calendly account
2. Go to Integrations → API & Webhooks
3. Generate your API Key and Webhook Signing Key

Step 2: Configure Integration

1. Go to Dashboard → Settings → Integrations
2. Click the Calendar tab
3. Click Connect under Calendly
4. Enter your:
   • Organization URI
   • API Key
   • Webhook Signing Key

Step 3: Configure Webhook

1. Copy the webhook URL provided
2. Add it in your Calendly webhook settings
3. Select events to sync:
   • invitee.created
   • invitee.canceled
   • invitee.updated

Step 4: Test Connection

1. Click Test Connection
2. Create a test booking in Calendly
3. Verify it appears in your platform

Sync Configuration

Sync Direction Options

Sync Frequency

Conflict Resolution

When the same time slot is booked in both systems:

Using Calendar Integration

Creating Appointments

From the Platform:

1. Create an order or appointment
2. The event automatically syncs to your connected calendar
3. Attendees receive invitations if enabled

From Your Calendar:

1. Create an event in Google/Outlook
2. It appears in the platform after sync
3. Can be linked to existing orders

Viewing Synced Events

1. Go to Dashboard → Journal
2. Click the Calendar view
3. Events show with:
   • Source indicator (Platform/Google/Outlook)
   • Color coding by type
   • Attendee avatars
   • Status badges

Managing Events

Troubleshooting

Events Not Syncing

Symptom: New events aren't appearing

Solutions:

1. Check sync status in integration settings
2. Click Sync Now for manual sync
3. Verify calendar is selected in settings
4. Check network connection

Duplicate Events

Symptom: Same event appears multiple times

Solutions:

1. Check sync direction (avoid two-way if using multiple providers)
2. Review conflict resolution settings
3. Use Merge Duplicates tool in settings

Permission Denied

Symptom: "Access denied" errors

Solutions:

1. Re-authenticate with provider
2. Check OAuth scopes in provider settings
3. Ensure calendar sharing permissions are correct

Webhook Expired

Symptom: Sync stopped working after several days

Solutions:

1. Google webhooks expire every 7 days
2. Outlook webhooks expire every 3 days
3. System auto-renews before expiration
4. If failed, click Reconnect

Best Practices

1. Choose Primary Calendar

• Designate one calendar as your primary source
• Avoid editing the same event in multiple places
• Let sync complete before making additional changes

2. Use Color Coding

3. Set Appropriate Reminders

• Standard appointment: 1 day before
• Rush service: 2 hours before
• Mobile notary: 30 minutes before

4. Include Complete Details

• Client name and phone
• Service type
• Location with parking notes
• Special instructions
• Documents needed

5. Monitor Sync Health

• Check sync status weekly
• Review error logs in settings
• Test connection periodically

Advanced Features

Multiple Calendars

Connect more than one calendar:

1. Click Add Calendar after initial setup
2. Select provider (can be same or different)
3. Configure independent settings for each
4. Assign different colors for easy identification

Calendars by Type

Recurring Events

Set up recurring appointments:

1. Create event as usual
2. Enable recurrence
3. Choose frequency (daily, weekly, monthly)
4. Set end date or occurrence count
5. Sync creates all instances

Bulk Operations

Perform actions on multiple events:

1. Go to Journal → Calendar
2. Filter by date, type, or status
3. Select multiple events
4. Choose action: Export, Modify, Delete

Security & Privacy

Data Handling

• All credentials encrypted at rest
• OAuth tokens stored securely
• No calendar data shared with third parties
• Auto-disconnect on account removal

Permissions

• Platform only requests necessary scopes
• Can revoke access anytime from provider
• Data deleted upon integration removal

Compliance

• GDPR compliant for EU users
• Data processing agreement available
• Privacy policy accessible in settings