Articles on: Scheduling

Calendar Connections

Calendar Connections


Connect your external calendars (Google Calendar, Outlook, etc.) to sync bookings and avoid double-booking.


Why Connect Calendars?


Connecting external calendars:

  • Prevents Double-Booking: External events block your availability
  • Syncs Bookings: Bookings appear in your calendar automatically
  • Shows Real Availability: Clients see when you're actually free
  • Two-Way Sync: Changes sync both ways


Supported Calendars


  • Google Calendar: Full OAuth integration
  • Microsoft Outlook: OAuth integration
  • iCloud/CalDAV: Manual connection
  • Other CalDAV: Custom server connection


Connecting Google Calendar


Step 1: Start Connection


  1. Go to Scheduling → Settings → Calendar Connections
  2. Click "Connect Google Calendar"
  3. You'll be redirected to Google


Step 2: Authorize


  1. Sign in to Google account
  2. Review permissions requested
  3. Click "Allow" or "Authorize"
  4. You'll be redirected back to SWELL


Step 3: Configure


  1. Select Calendar: Choose which Google calendar to sync
  2. Sync Direction:
  • Two-Way: Bookings → Calendar, Calendar → Availability
  • One-Way (Out): Bookings → Calendar only
  • One-Way (In): Calendar → Availability only
  1. Set as Primary: Make this your main calendar
  2. Save


Step 4: Verify


  1. Check connection status (should show "Connected")
  2. Create a test booking
  3. Verify it appears in Google Calendar
  4. Add event in Google Calendar
  5. Verify it blocks availability


Connecting Microsoft Outlook


Step 1: Start Connection


  1. Go to Scheduling → Settings → Calendar Connections
  2. Click "Connect Outlook" or "Connect Microsoft"
  3. You'll be redirected to Microsoft


Step 2: Authorize


  1. Sign in to Microsoft account
  2. Review permissions
  3. Click "Accept"
  4. You'll be redirected back


Step 3: Configure


Same as Google Calendar:

  • Select calendar
  • Choose sync direction
  • Set as primary (optional)
  • Save


Connecting iCloud/CalDAV


Manual Connection


  1. Go to Scheduling → Settings → Calendar Connections
  2. Click "Add CalDAV Connection"
  3. Enter connection details:
  • Server URL: Your CalDAV server
  • Username: Your iCloud/CalDAV username
  • Password: Your password
  • Calendar Name: Name for this connection
  1. Test Connection
  2. Save


iCloud Specific


For iCloud:


Managing Connections


Viewing Connections


See all connected calendars:

  1. Go to Scheduling → Settings → Calendar Connections
  2. View list of connections
  3. See status (Connected, Expired, Error)


Connection Status


Connected (Green):

  • Working properly
  • Syncing correctly
  • No action needed


Expired (Yellow):

  • Token expired
  • Click "Reconnect" to refresh
  • Re-authorize if needed


Error (Red):

  • Connection failed
  • Check credentials
  • Reconnect


Setting Primary Calendar


One calendar can be primary:

  1. Find connection
  2. Click "Set as Primary"
  3. Primary calendar used by default
  4. Other calendars still sync


Disconnecting


Remove a connection:

  1. Find connection
  2. Click "Disconnect"
  3. Confirm removal
  4. Connection removed
  5. Sync stops


How Sync Works


Bookings → Calendar


When booking is made:

  1. Booking created in SWELL
  2. Event automatically added to connected calendar
  3. Includes:
  • Title: Event type name + client name
  • Time: Booking date/time
  • Duration: Event type duration
  • Location: Meeting location/link
  • Attendee: Client email


Calendar → Availability


External calendar events block availability:

  1. System checks connected calendars
  2. Finds events during your availability
  3. Blocks those time slots
  4. Clients can't book blocked times


Sync Frequency:

  • Real-Time: Immediate sync (if supported)
  • Hourly: Checks every hour
  • Daily: Checks once per day


Two-Way Sync


Both directions work:

  • Bookings → Calendar: Your bookings appear in external calendar
  • Calendar → Availability: External events block booking times


Troubleshooting


Connection Not Working


Can't connect?

  • Check internet connection
  • Verify calendar account credentials
  • Try reconnecting
  • Check browser popup blockers


Connection expired?

  • Click "Reconnect"
  • Re-authorize
  • Check token expiration
  • Set up automatic refresh


Sync Not Working


Bookings not appearing in calendar?

  • Verify connection is active
  • Check sync direction settings
  • Test connection
  • Check calendar permissions


External events not blocking?

  • Verify sync direction includes "In"
  • Check sync frequency
  • Manually refresh
  • Reconnect calendar


Permission Issues


"Access Denied" error?

  • Re-authorize connection
  • Check calendar sharing settings
  • Verify account permissions
  • Contact support if persists


Best Practices


  1. Connect Main Calendar: Use your primary calendar
  2. Set Two-Way Sync: Get full benefit
  3. Monitor Status: Check connection regularly
  4. Reconnect When Expired: Keep connections active
  5. Test Sync: Verify bookings appear in calendar
  6. Use Primary: Set one calendar as primary
  7. Multiple Calendars: Connect all calendars you use


Security


OAuth Security


  • No Password Storage: OAuth doesn't store passwords
  • Token Encryption: Tokens stored encrypted
  • Limited Permissions: Only calendar access requested
  • Revocable: Can disconnect anytime


Data Privacy


  • Your Data Only: Only your calendar data accessed
  • No Sharing: Data not shared with third parties
  • Secure Connection: All connections encrypted
  • You Control: You decide what to connect


Next Steps



Updated on: 13/03/2026

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