Help Center

Calendar Connections

Connecting your calendar to LeadCenter helps keep your scheduling organized by syncing appointments between LeadCenter and your external calendar. When connected, appointments and external calendar items can appear in LeadCenter, and appointments created in LeadCenter can be pushed to your selected external calendar.

With Calendar Connections, LeadCenter can sync with your external calendars so you can manage appointments more efficiently, reduce scheduling conflicts, and keep your team aligned.

• See external calendar items inside LeadCenter.
• Push LeadCenter appointments to your selected calendar.
• Keep Google and Microsoft appointments updated in both directions.
• Check availability more accurately before appointments are booked.
• Make team scheduling easier for round robin and group booking pages.

LeadCenter supports connections with:

• Google Calendar
• Microsoft Calendar
• Redtail Calendar
• Zoom Meetings for meeting link creation and Zoom-related meeting settings

How to Access Calendar Connections

1. Navigate to Appointments from the main menu.
2. Open Calendar Settings.
3. Select the Calendar Connections tab from the left-hand menu.

Supported Calendar Providers

Note: Appointments created directly in LeadCenter appear with a blue indicator on the calendar.

Connecting a Calendar

Google Calendar

1. On the Calendar Connections card, find the Google Calendar row.
2. Click Connect.
3. Sign in with your Google account and grant access.
4. Once connected, your account details will appear in the connected row.

Microsoft Calendar

1. On the Calendar Connections card, find the Microsoft Calendar row.
2. Click Connect.
3. Sign in with your Microsoft account and grant access.
4. After connecting, use the Select calendar dropdown to choose which Outlook calendar LeadCenter should use.
5. Click Refresh any time if you need to reload your Microsoft calendar list.

Redtail Calendar

1. On the Calendar Connections card, find the Redtail Calendar row.
2. Click Connect.
3. Enter your Redtail Username and Password.
4. Click Connect to finish setup.

Note: If your main Redtail integration has not been connected yet, LeadCenter will prompt you to connect it first.

Zoom Meetings

1. On the Calendar Connections card, find the Zoom Meetings row.
2. Click Connect.
3. Authorize LeadCenter in Zoom.
4. After connecting, review the available Zoom settings and click Save.

Available Zoom options include:

• Enable Zoom meeting Summary AI Companion
• Enable creating call summary and tasks
• Enable creating a draft follow up email
• Show Zoom in shared calendar

Adding More Calendars

To connect additional calendars, click Add more calendars at the bottom of the Calendar Connections card, then choose the provider you want to add.

Note: The number of calendar connections available depends on your subscription plan.

Connection Visibility

Each connected calendar has its own visibility setting that controls who can see imported external calendar items from that connection.

• Visible to everyone — all team members can see appointments from that connection.
• Visible to me only — only you can see appointments from that connection.

To change it, click the visibility dropdown next to the connected account and choose the option you want.

Add to Calendar

Once you connect at least one calendar provider, an Add to calendar section appears below the Calendar Connections card. This controls which connected calendar LeadCenter will push new appointments to.

• You can select one connected calendar at a time for outbound sync.
• Click the connected account you want to use as your sync target.
• The selected account will be highlighted.

Important: If you do not select a calendar in Add to calendar, appointments created in LeadCenter will not be pushed to your external calendar.

How Calendar Sync Works

Google and Microsoft Two-Way Sync

Read-Only External Appointments

Appointments synced from Microsoft Outlook or Google Calendar are displayed as read-only in LeadCenter. This helps prevent accidental edits that could cause sync conflicts, inconsistent appointment data, or unwanted update and cancellation emails being sent from connected calendar accounts.

What changed

When you open an appointment that was synced from Google Calendar or Microsoft Outlook, LeadCenter shows a blue informational banner at the top of the appointment form. All fields are locked except for Category.

What you can still do

• Change the Category — You can still assign or update the appointment category in LeadCenter.
• View all details — Appointment details such as contact, attendees, date, time, subject, description, and location remain visible.

How to edit an external appointment

1. Open the appointment in the original calendar application, such as Outlook or Google Calendar.
2. Make your changes there.
3. The changes will sync back to LeadCenter automatically.

How to identify an external appointment

• A blue info banner appears at the top of the form showing the source.
• All fields except Category are locked.
• Contact and attendees appear as badges instead of editable fields.
• Date and time are shown as read-only text.
• The footer shows Save Category instead of the usual save buttons.

Which appointments are affected

This applies only to appointments that:

• were synced from an external source, and
• came from Microsoft Outlook or Google Calendar.

Appointments created directly in LeadCenter are still fully editable, even if they also sync to an external calendar.

Recurring Appointments

Recurring sync is supported for Google and Microsoft calendars.

• Creating a recurring appointment on either side syncs the full series.
• Editing the entire series updates all occurrences.
• Editing or cancelling a single occurrence creates an exception while leaving the rest of the series intact.
• Deleting a full series removes the master appointment and its exceptions.

Redtail Sync

Redtail appointments can also sync with LeadCenter.

• Appointments from Redtail can appear in LeadCenter.
• Appointments created in LeadCenter can be pushed to Redtail if Redtail is selected in Add to calendar.
• Redtail-synced appointments are shown with a red indicator.

Duplicate Prevention

LeadCenter automatically checks for duplicates when syncing appointments. For example, if the same appointment is pushed into one calendar and also appears from another connected source, LeadCenter can detect the overlap and avoid creating an unnecessary duplicate.

Check for Conflicts

LeadCenter checks connected calendars to help prevent double booking. When someone books through your public calendar, LeadCenter uses your synced availability so busy times can be excluded from booking options.

Your team and prospects do not see the full details of your external calendars. LeadCenter only uses the availability needed to support scheduling.

Note: If you want the best scheduling experience, make sure your calendar connection is active and your preferred sync target is selected in Add to calendar.

How Calendar Invite Is Affected

Calendar connections also affect how appointment confirmations are sent.

• If you disconnect a provider you were using for calendar invitations, LeadCenter will fall back to its own confirmation emails.
• This helps preserve appointment communication even if the external connection is removed.

Disconnecting a Calendar

1. Find the connected calendar row in the Calendar Connections card.
2. Click the red Disconnect button.
3. Review the confirmation message.
4. Click Yes, disconnect to continue.

When you disconnect a calendar:

• Imported external appointments from that provider are removed from LeadCenter.
• Appointments originally created in LeadCenter remain in LeadCenter.
• If that provider was being used for calendar invitations, LeadCenter reverts to its own confirmation email flow.

Best Practices

• Always choose a sync target in Add to calendar so new LeadCenter appointments are pushed to the correct calendar.
• Use one primary sync target per calendar even if you connect multiple accounts.
• For Microsoft, review the Select calendar dropdown and confirm the correct Outlook calendar is marked as default.
• Set visibility intentionally if you want imported external appointments to remain private.
• Do not disconnect and reconnect repeatedly unless needed, because imported external appointments will be removed and then re-synced.
• Check your connection status regularly, especially after changing your Google or Microsoft password.
• Configure Zoom settings after connecting if you want summaries, tasks, draft follow-up emails, or shared calendar visibility.
• Use the color indicators to quickly understand where an appointment came from: blue for LeadCenter, green for Google, yellow for Microsoft, and red for Redtail.

Frequently Asked Questions

What happens to my appointments when I disconnect a calendar?

Imported external appointments from that provider are removed from LeadCenter. Appointments originally created in LeadCenter remain intact. If you reconnect later, a full re-sync can import those outside appointments again.

Can I connect more than one Google or Microsoft account?

Yes. You can connect multiple Google or Microsoft accounts. Each connection appears separately and has its own visibility setting.

What is the difference between Calendar Connections and Add to calendar?

Calendar Connections controls which outside calendars are linked to LeadCenter. Add to calendar controls which one connected calendar LeadCenter should use when pushing newly created appointments out of LeadCenter.

Why are my LeadCenter appointments not appearing in my external calendar?

The most common reason is that no calendar has been selected in Add to calendar. Also confirm that your connection is still active.

Why do I see duplicate appointments on my LeadCenter calendar?

LeadCenter includes duplicate prevention, but duplicates can still happen if time zones or appointment times do not line up exactly across systems. Check that your time zone settings are consistent.

I changed my Google or Microsoft password. Do I need to reconnect?

Sometimes yes. If the token becomes invalid, LeadCenter may remove the connection and you will need to connect again.

Does syncing work for recurring appointments?

Yes. Google and Microsoft recurring appointments are supported, including full series updates and single-occurrence exceptions.

Will imported external appointments trigger workflows or notifications?

No. Imported external appointments are mainly for visibility and sync. Appointments created directly in LeadCenter are the ones typically used for LeadCenter-driven workflow actions.

Can I sync appointments between Google and Microsoft through LeadCenter?

No. LeadCenter syncs each provider with LeadCenter. It does not act as a bridge that copies Google appointments directly into Microsoft or vice versa.

What does Visible to me only or Visible to everyone mean?

That setting controls whether other users on your account can see appointments imported from that specific external calendar connection.

How do I change which Microsoft Outlook calendar is being synced?

Use the Select calendar dropdown next to the connected Microsoft account, then choose the calendar you want. Click Refresh if needed.

I connected Zoom but do not see Zoom meetings on the calendar. Why?

Zoom is a meeting integration, not a full calendar provider. If you want Zoom-related visibility in shared calendars, enable Show Zoom in shared calendar in the Zoom settings after connecting.

What do the colored dots on calendar appointments mean?

They show where the appointment came from:

• Blue = created in LeadCenter
• Green = synced from Google Calendar
• Yellow = synced from Microsoft Calendar
• Red = synced from Redtail

Why can't I edit some Google or Microsoft appointments in LeadCenter?

Appointments imported from Google Calendar or Microsoft Outlook are read-only in LeadCenter, except for the Category field. To change the appointment details, edit the appointment in the original calendar application and let the changes sync back to LeadCenter.