Connect your calendar

Connect your calendar and two things happen. Your booking pages stop offering times when you're busy, and every booking you confirm appears in your own calendar. Connect Zoom too, and video bookings can get their own Zoom link (Meet, Teams and Zoom links).

Connected calendars are on Starter, Growth, Pro and Enterprise. Each person can connect up to six accounts: Google, Microsoft and Zoom together, one connection for each account. On Free, Account → Calendars offers your private calendar link instead.

Before you startCopy Anchor Link

• Your organisation must allow it. Owners and Admins choose who may connect (everyone, only people who take bookings, or nobody) and which providers, in Calendar settings. A provider your organisation doesn't use isn't offered.
• It's your connection. If you work with more than one organisation on Agoo, you connect once. Each organisation uses your connection only as far as its own settings allow, adds only its own bookings, and sees only whether your calendar is connected and working, never what's in it.
• Which accounts work:

Personal Outlook.com accounts get busy times and events, but Microsoft only makes Teams meetings for work and school accounts.

Connect an accountCopy Anchor Link

If it doesn't finish, see If connecting doesn't work.

What Agoo sees and keepsCopy Anchor Link

Agoo never asks for your email, contacts, files or recordings, and only ever changes the events and meetings it made. The tokens Google, Microsoft and Zoom give Agoo are encrypted and never shown to anyone, your Owners and Admins included. For the exact permissions, see Google, Microsoft and Zoom.

If you untick somethingCopy Anchor Link

Google lets you untick parts of what an app asks for.

• Without your list of calendars or your free and busy times, Agoo can't work, so it keeps nothing and asks you to try again with both ticked.
• Without "View and edit events on all your calendars" (the events permission), the account is connected as Busy times only: your booking pages respect your calendar, but Agoo can't add your bookings to it or make Google Meet links. To fix it, select Let Agoo add events on the card and leave every box ticked.

Choose your calendarsCopy Anchor Link

Select Choose calendars on an account's card. Each calendar shows whether it's yours, one you can edit, one you can only see, or free and busy only, and has:

• Counts for busy times: switch it on for every calendar that should stop people booking you, such as your work calendar. Leave it off for calendars that shouldn't, such as a shared team calendar, someone else's calendar you can see, or a holidays calendar.
• Agoo adds your bookings here: choose one calendar, across all your accounts, that you can add events to. If you change it, your upcoming bookings move to the new calendar.

Select Save. Your booking pages use the new choice at once.

Busy times on your booking pagesCopy Anchor Link

Agoo takes every busy time in the calendars you chose off your booking pages, on top of your hours, notice, gaps and limits. Events shown as busy, tentative or out of office count; events shown as free don't. Agoo's own bookings never count twice.

• Changes usually arrive within seconds. Google and Microsoft tell Agoo when your calendar changes, and Agoo also looks again every 15 minutes in case a message goes astray. The account's card says which applies to you: "Changes in your calendar reach Agoo within moments" or "Agoo looks at your calendar every 15 minutes". When a booking page sees that a calendar hasn't been checked for a little while, it asks for a fresh look.
• Just added something? Select Look again now on the account's card.
• If Google or Microsoft can't be reached, your last busy times stand, and your booking page keeps working. If the connection itself stops working, they stand for a day, then the page uses Agoo's own rules until you reconnect.

Your bookings in your calendarCopy Anchor Link

When a booking with you is confirmed, Agoo adds it to the calendar you chose. Requests waiting for you to confirm aren't added until you confirm them.

• What the event says depends on your organisation's setting: the guest's name, the kind of booking and where (the default); their company as well; or only Agoo booking, with the time. Account → Calendars shows an example. Its description has the meeting link for a video booking and a link back to the booking in Agoo.
• When the booking changes, the event follows: it moves when the booking moves or goes to another host, and is removed when the booking is cancelled or declined.
• The guest isn't invited from your calendar. Agoo sends their confirmation, reminders and changes by SMS, WhatsApp or email, as it always does.
• Agoo only changes its own events. If you move or delete a booking's event in your calendar, the booking in Agoo doesn't change: move or cancel the booking in Agoo, so the guest is told. If you delete the event, Agoo adds it again the next time the booking changes.

What each status meansCopy Anchor Link

ReconnectCopy Anchor Link

When a connection needs reconnecting, Agoo emails you, at most once a week for a month, and the card says Reconnect needed with "Agoo can't reach your Google calendar" (or your Outlook calendar, or your Zoom account). Until you reconnect, your booking page goes by your hours alone, and video bookings use your own meeting link. Select Reconnect and go through the same steps with the same account, then check Choose calendars.

If your IT team approves appsCopy Anchor Link

Many organisations let staff use only apps their IT team has approved. If Google, Microsoft or Zoom says Agoo needs an administrator's approval, the card says Needs your IT team and lists the steps to send them. Your IT team approves Agoo once, for everyone:

• Microsoft 365: see Approve Agoo for your whole organisation below.
• Google Workspace: an administrator opens the Google Admin console, goes to Security → Access and data control → API controls → Manage third-party app access, adds Agoo and sets it to Trusted.
• Zoom: your Zoom account's admin allows Agoo in the account's app settings.

Then select Connect again. The Google, Microsoft and Zoom pages list exactly what Agoo asks each for, for your IT team.

Approve Agoo for your whole organisation (Microsoft 365 admins)Copy Anchor Link

A Microsoft 365 administrator can approve Agoo once for everyone in the organisation, before anyone connects or after someone sees Needs your IT team. There are two ways:

• In Agoo: an Owner or Admin who is also your organisation's Microsoft 365 global administrator opens Console → Settings → Calendars and chooses Approve for everyone at your organisation. Microsoft asks them to sign in and accept Agoo's permissions for the organisation, then they come back to Agoo.
• In the Microsoft Entra admin center: an administrator opens Enterprise applications → Agoo → Permissions and selects Grant admin consent for your organisation.

After that, staff connect their Outlook calendars without a consent screen, and anyone whose card said Needs your IT team selects Connect again. The permissions an administrator approves are listed on the Microsoft page.

DisconnectCopy Anchor Link

Select Disconnect on the account's card. Keep Remove the events Agoo added (recommended) ticked to remove the upcoming events Agoo added (for Zoom, Remove the Zoom meetings Agoo made (recommended)); past ones stay as your history. Then confirm with Disconnect. Agoo:

• stops reading the account and deletes your busy times and list of calendars at once;
• gives up its access and keeps none of it. Google and Zoom withdraw it when Agoo asks. Microsoft doesn't let apps remove their own access, so the dialog links to your Microsoft account's app permissions, where you remove Agoo too: myaccount.microsoft.com for a work or school account, or account.live.com/consent/Manage for an Outlook.com account;
• stops adding your bookings to that account. If you have another connected calendar, your upcoming bookings move to it (choose which in Choose calendars). Otherwise your booking page goes by your hours alone, and video bookings use your own meeting link.

The card shows Disconnecting for a moment while Agoo tidies up, then disappears. You can connect the same account again whenever you like.

If you remove Agoo from inside Zoom (Manage → Added Apps in the Zoom App Marketplace), Agoo disconnects your Zoom account at once. If you remove it in your Google or Microsoft account instead, the card turns to Reconnect needed: disconnect it in Agoo to finish.

If connecting doesn't workCopy Anchor Link

When connecting doesn't finish, you come back to Account → Calendars with a message saying why. Nothing changes until it works.

A Microsoft account with no Outlook mailboxCopy Anchor Link

Agoo reads and writes your calendar through your Outlook mailbox, so a Microsoft account needs one: Outlook.com, or Microsoft 365 with Exchange Online (most Microsoft 365 business plans include it). Some Microsoft accounts have none, such as an account made only for Teams or for Microsoft's developer tools, or a work account whose mailbox your organisation keeps on its own servers.

With such an account, the card says "This Microsoft account has no Outlook mailbox", and Agoo stops using it: no busy times, no events and no Teams links. Reconnecting the same account doesn't help. Instead:

1. Select Disconnect on the card.
2. Connect a Microsoft 365 account with Exchange Online, or an Outlook.com account, under Connect a calendar.

Not sure whether your work account has Exchange Online? Ask your IT team. Until you connect another calendar, your booking page goes by your hours alone.

Other things to checkCopy Anchor Link

• A busy time still shows on your booking page. Open Choose calendars and check that the calendar Counts for busy times, and that the event isn't marked free in your calendar. Then select Look again now.
• Bookings aren't appearing in your calendar. Check the card says "Bookings go to" a calendar. If it says "Choose where your bookings go", open Choose calendars and choose one under Agoo adds your bookings here. Requests waiting for you to confirm aren't added until you confirm them.
• A calendar says "Agoo couldn't read this one last time". Agoo tries again on its own. If it stays, check you can still open that calendar, or switch it off for busy times.
• The card says the account isn't used in your organisation. It says why: your organisation's plan, its Calendar settings, or a connection that needs reconnecting.