Configure and Sync Calendars

Configure and Sync Calendars

Super admins and admins can view and edit this information. Managers can only view this information. Staff members will not have access to this information.
 
Sync external calendars with Zoho Bookings to receive appointments only for slots for which you, or your staff, are available. Additionally, the corresponding slots in the synced calendars are blocked whenever appointments are made through Zoho Bookings.
 
Zoho Bookings offers pre-defined connections to the following Calendars:
  1. Zoho Calendar
  2. Zoho CRM Calendar
  3. Google Calendar
 You can sync multiple calendars at the same time.

Sync frequency:

  1. Google Calendar - Synced instantly
  2. Zoho Calendar - Every hour
  3. Zoho CRM Calendar - Synced instantly if plugin is installed. Otherwise, synced every hour.
Manual syncing: At any given time, you can click the Sync button (My Profile > Manage Calendars > Sync) to re-sync your latest appointments. 
 
Syncing calendars is a two-step process:
  1. Enabling Calendars for you and your staff
  2. Authentication of the enabled calendars to sync them with Zoho Bookings

Enable calendars

  1. Click the  icon in the top-right corner and navigate to Calendar .


  2. Click Enable on the required calendar. In this example, let's enable "Zoho Calendar."


  3. The selected calendar gets enabled immediately.

    The next step is to select staff members for whom you want to enable this calendar and to authenticate your own calendar (which is currently only in the "enabled" status) so that it syncs with Zoho Bookings. The employees will also have to authenticate the enabled calendars on their part to sync the calendars.
      
  4. Click Configure Now to perform the steps explained in the above paragraph.


  5. You will be navigated to Manage Calendars page where the enabled calendar will be listed. Click on the settings icon in the top right corner to select staff members for whom you want to enable the calendar. 


  6. Check/uncheck the required staff members, then click Save .


    So far, we have only enabled the required calendar for you and the required staff members. Now we will see how we can authenticate the enabled calendars to enable syncing.

Authenticate Calendar

  1. To sync your Zoho Calendar with your Zoho Bookings account, click Authorize and follow the steps for authentication.


    Note: Authentication steps will vary for the different calendars.

  2. Once the calendar is authenticated, you can select the sub-calendars in which you want to check availability before a booking is made through Zoho Bookings or to add slots booked from Zoho Bookings. You can also select the staff member whose bookings will be synced with the calendar. Click Proceed .


  3. The calendar will get listed, and the following actions can be performed on it: 
  1. Edit - To edit the sub-calendars with which the bookings will be synced.
  2. Re-authorize - To authenticate the calendar again—for example when you reset the password for the calendar.
  3. Remove - Delete the calendar from the account.

Staff members for whom the calendar has been enabled can visit Manage Calendars under My Profile in their accounts to authorize and sync the enabled calendars. 
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