Calendar Settings

Calendar settings control how PepoSmart works with your Google and Outlook calendars: which calendars are checked so you never get double-booked, which calendar new bookings are added to, and whether booked times are also blocked on your other calendars. Open it from Availability → Calendar settings.

Connecting Calendar Accounts

You can connect up to 6 calendar accounts, mixing Google and Outlook — for example a work Google account, a personal Gmail and a client's Microsoft 365 account.

1. Go to Availability and open the Calendar settings tab
2. Click Connect calendar account
3. Choose Google Calendar or Outlook Calendar
4. Pick the account you want to add and grant the requested permissions
5. You're returned to Calendar settings with the new account listed

The Google Calendar and Outlook Calendar integration pages connect your first account; their Open Calendar settings button brings you here to add more.

Calendars to Check for Conflicts

Busy events on the calendars you check here are removed from the times invitees can book.

1. On an account, click Checking N calendars to expand it
2. Tick every calendar whose events should block bookings — your primary calendar, a shared team calendar, a family calendar and so on
3. Each change saves immediately

If no calendar in an account is ticked, the account shows Not checking any calendars and its events won't block bookings. Changes can take up to two minutes to show on your booking pages.

Calendar to Add Events To

New bookings, with their invitees, are added to one calendar — the one you choose under Calendar to add events to. Pick any calendar you can write to, from any connected account.

• Changing it only affects new bookings. Existing bookings stay on the calendar they were created on, and cancelling them still removes them from there.
• Google Meet links can only be created through Google Calendar. If your calendar to add events to is an Outlook calendar, bookings that use Google Meet are also added to your first Google account (see Google Meet).

Blocking Booked Times on Your Other Calendars

Because a booking is added to only one calendar, your other calendars don't know about it. Someone who books you directly in one of those calendars — a colleague using your work Outlook, for example — would see you as free. Also block booked times on this account's primary calendar fixes that: PepoSmart places a private busy event at the same time on that account, so the slot shows as taken everywhere.

What the busy event looks like

• Titled Busy (PepoSmart)
• Marked private and busy, with no reminders
• Contains no booking details — no invitee name or email, no event title, no meeting link
• Has no attendees, so nobody receives an invitation for it
• Covers exactly the booked time and sits on the account's main calendar (the primary calendar in Google, the default calendar in Outlook)

Turning it on or off

1. Go to Availability → Calendar settings
2. On each account that should show your bookings, tick Also block booked times on this account's primary calendar
3. Untick it to stop — the busy events PepoSmart added there for upcoming bookings are removed

The option appears on every account except the one holding your calendar to add events to. That account shows New bookings are added to this account, so they already show here instead, since it already has the real booking.

When busy events are added and removed

• New booking: a busy event is added to every other account that has the option ticked, shortly after the booking is made
• Cancelled (by the invitee or by you from Meetings): the busy events are removed
• Rescheduled: the busy events move to the new time
• Option ticked: all your upcoming bookings are blocked on that account, not just new ones
• Option unticked or account disconnected: the busy events for upcoming bookings are removed from that account
• Past bookings are left as they are

• Group events block each time slot once, however many invitees join it.
• Team events follow the Calendar settings of the host the booking is assigned to — on round-robin and choose-a-professional events, the host who takes the meeting.

Disconnecting an Account

1. In Availability → Calendar settings, click the X on the account
2. Confirm Disconnect

When an account is disconnected:

• Its calendars are no longer checked for conflicts
• If it held your calendar to add events to, new bookings go to your next connected calendar
• Booking events already on it stay there, but cancelling those bookings no longer removes them
• Busy events PepoSmart added there for upcoming bookings are removed
• If it was your last Google account, Google Meet is removed as a location from your events

Disconnecting from the Google Calendar or Outlook Calendar integration page removes all your accounts from that provider at once.

Need Help?

• Availability & Scheduling
• Troubleshooting Guide
• Contact Support