How to Integrate Outlook with GoHighLevel Calendars

Overview

Syncing your Outlook Calendar allows seamless two-way integration between your bookings and the system. This ensures accurate availability, eliminates double bookings, and streamlines scheduling and booking management.

Prerequisites

1. You need access to your Outlook account associated with the Outlook Calendar you want to connect.
2. Check if writer’s access is required:
   • If you want to add events created in the system to your Outlook Calendar, writer’s access is necessary for the calendar.
   • If you simply want to fetch all your events from your Outlook Calendar to the system, read-only access will suffice.

Getting Started

Step 1: How to Connect Outlook Calendar?

To connect to Outlook Calendar, follow these steps:

1. Navigate to ‘Calendars’ > ‘Calendar Settings’ > ‘Connections.’

2. Click on ‘Add New.’

3. Choose ‘Outlook Calendar’ and click ‘Connect.’

4. Complete the authentication process by signing into your outlook account and granting the necessary access.

Step 2: Calendar Configuration

After successfully connecting your Outlook calendar, finalize the setup by choosing both your linked calendar and conflict calendar.

What is Calendar Configuration?

Calendar configuration involves two settings: Linked Calendar & Conflict Calendar.

Linked Calendar:

Any time a new event is created in the system, it will automatically sync with your connected calendar. This ensures that all newly added events appear in your linked third-party calendar (such as Outlook), allowing you to access them seamlessly.

Note: 

• Writer’s access is required for the user to select a calendar as a linked calendar. 
• The linked calendar is by default added to the conflict calendar. This means any event created on the third-party linked calendar will be fetched in the system, and any event created in the system will be pushed to the third-party linked calendar. 
• You can set your Sync Preferences from the Advanced Settings.

Conflict Calendar:

When you add third-party calendars as conflict calendars, their events sync with the system, automatically blocking your availability for the duration of those events.

However, availability is only blocked if the event is marked as ‘BUSY’ in the third-party calendar. If an event is marked as ‘FREE,’ it will still be fetched into the system, but your availability will remain open.

This helps maintain accurate scheduling and prevents double bookings. You can also add multiple calendars to ensure all potential conflicts are accounted for.

Limitations with Outlook Integration

Each user is allowed to connect only one Outlook integration per subaccount, and the same integration cannot be shared across multiple subaccounts. For example, if User A has already linked their Outlook integration to Subaccount A, they won’t be able to connect that same integration to Subaccount B.

Supported Outlook Accounts

Our Outlook sync integration only supports Office 365 and Outlook.com accounts. We do not support Outlook Desktop (on-premise) integration.

How to Check If Your Outlook Events Will Sync?

To determine if your Outlook events will be synced:

✅ Check your Outlook Calendar online

1. Go to Outlook Calendar and log in with your credentials.
2. If you can see your calendar events here, they will sync successfully after connecting your account.

❌ Unsupported Scenarios

• If you use Outlook Desktop and your events are not synced to the cloud, our integration will not be able to sync those events.
• We do not support Outlook accounts that are hosted on on-premise Exchange servers.

FAQs

1.  Does Outlook integration work with event calendars?

Answer: No, Outlook integration does not work with event calendars. Event calendars support only Google Integration.