Outlook Calendar

Integrating Outlook Calendar with GHL ensures seamless scheduling and time management, enabling AVA AI agents to book appointments, check availability, and mirror events across platforms.

Overview

By linking your Outlook Calendar, you create a two-way synchronization that enhances organizational efficiency while maintaining flexibility with existing scheduling tools.

Details

Integrating Outlook Calendar with GHL is straightforward and provides enhanced scheduling capabilities:

1. Syncing Your Outlook Calendar with GHL

   To connect your Outlook Calendar:

   • Navigate to the Settings in the GHL side-panel

   • Click on My Profile

   • Scroll to the bottom to find Calendar Settings, where you’ll see options for Calendars and Video Conferencing

   • Click Add New, then select Outlook Calendar from the list of supported providers

   • Follow the prompts to log in and authorize access to your Outlook account

   • Once connected, your calendar will appear under Connected Calendars with a green checkmark
2. Calendar Configurations

   After linking your calendar, you’ll see two key configuration options:

   • Linked Calendars:
     • This enables two-way synchronization between your GHL calendar and your Outlook Calendar
     • Events booked by AVA agents in your GHL calendar will automatically appear in your Outlook Calendar
     • Useful for syncing appointments across devices or software connected to your Outlook Calendar
   • Conflict Calendars:
     • This informs GHL and its calendar of your availability based on your linked Outlook Calendar
     • Conflicts or unavailable times in your Outlook Calendar will prevent overlapping appointments in your GHL calendar
     • Ensures AVA agents only book appointments during available times
3. AVA’s Role in Calendar Management

   • AVA AI agents rely on GHL calendars to schedule meetings and check availability
   • A GHL calendar must be active and configured for AVA to function properly with scheduling
   • Multiple third-party calendars, including Outlook, can be linked and managed to fit user preferences and needs

FAQs & Troubleshooting

Calendar Integration

Why do I need a GHL calendar if I already use Outlook Calendar?

AVA AI Agents require a GHL calendar to book appointments or check availability. Linked Outlook Calendars provide a two-way sync, allowing AVA bookings to reflect in your Outlook Calendar, and for events in your Outlook Calendar to inform GHL and AVA of your availability to avoid double bookings.

What are Linked Calendars and Conflict Calendars?

• Linked Calendars: Synchronizes events between GHL and Outlook Calendar for easy access across platforms.
• Conflict Calendars: Uses your Outlook Calendar to inform GHL of your availability, preventing scheduling conflicts e.g. Holiday events, work events, religious events etc.

Can I link multiple Outlook Calendars?

Yes, you can link multiple Outlook Calendars or other third-party calendars to GHL and AVA to match your scheduling needs.

Scheduling and Bookings

Will appointments booked by AVA appear in my Outlook Calendar?

Yes, any appointments scheduled by AVA in your GHL calendar will be mirrored in your linked Outlook Calendar via the Linked Calendars feature.

Can I use AVA for appointments outside the times blocked in my Outlook Calendar?

No, AVA respects the availability rules defined by Conflict Calendars, ensuring appointments are scheduled only during available times.

How can I manage the appearance of AVA bookings in Outlook Calendar?

Currently there are no customization options, but we are working on allowing users to modify calendar events to make them stand out more.

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