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Calendar & Scheduling Integrations

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Overview#

AutomateNexus CRM integrates with major calendar platforms to keep your meetings, appointments, and scheduled events in sync. Google Calendar and Microsoft Outlook Calendar connect with OAuth and can sync two ways, so events created in AutomateNexus CRM appear on your calendar and calendar events appear in the CRM. This eliminates double-booking and keeps your sales, support, and operations teams aligned. Apple Calendar and Cal.com cards are also present on the Integrations page; see the note on them below.

Prerequisites#

Before setting up calendar integrations, ensure you have:

  • An active AutomateNexus CRM account. Calendar connections are personal: each team member connects their own calendar.
  • An active account with your calendar provider (Google Workspace or Microsoft 365).
  • Permission to authorize third-party apps in your calendar provider (organizational accounts may require admin approval).
  • A stable internet connection for OAuth authentication flows.
  1. Log in to AutomateNexus CRM.
  2. Open Settings → Integrations (listed as Administration → Integrations in the sidebar).
  3. Choose Scheduling in the left menu of the Integrations page.
  4. The Calendars heading lists Google Calendar, Outlook Calendar, Apple Calendar and Cal.com with their connection status.

The same cards, together with the sync settings and a manual sync button, are also on the Scheduling → Calendar page (titled Schedule) under its Integrations tab.

Google Calendar Integration#

Connecting Google Calendar#

  1. Navigate to Settings → Integrations → Scheduling.
  2. Click Connect on the Google Calendar card.
  3. A Google sign-in window opens. Select the Google account whose calendar you want to sync.
  4. Review the permissions AutomateNexus CRM requires. These include the ability to view and edit events on your Google Calendar.
  5. Click Allow to authorize the connection.
  6. You are returned to AutomateNexus CRM. The card shows Connected with the account's email address.

Which Calendars Are Synced#

Every calendar visible to the connected Google account is read for availability and imported meetings; new CRM meetings are written to its primary calendar. There is nothing to choose on the card.

Google Calendar Sync Options#

Sync direction and the related switches are set per provider on the Scheduling → Calendar page; see Two-Way Sync Configuration below.

Microsoft Outlook Calendar Integration#

Connecting Outlook Calendar#

  1. Navigate to Settings → Integrations → Scheduling.
  2. Click Connect on the Outlook Calendar card.
  3. Sign in with your Microsoft account (Outlook.com, Microsoft 365, or Office 365).
  4. Review and accept the permissions requested by AutomateNexus CRM.
  5. Upon successful authorization, the card shows Connected with the account's email address.

If your organization uses Microsoft 365 with restricted app permissions, a Microsoft 365 administrator may need to grant consent for AutomateNexus CRM in your Microsoft 365 admin portal (under enterprise applications) before individual users can connect their calendars. Once admin consent is granted, users connect without additional approval.

Outlook Calendar Configuration#

Outlook Calendar has the same sync settings as Google Calendar (two-way sync, auto-create meetings, customer matching and sync direction), configured under Sync settings on the Scheduling → Calendar page.

Apple Calendar and Cal.com#

Two more cards appear under Calendars:

  • Apple Calendar: an on/off switch plus a CalDAV server URL (for iCloud, https://caldav.icloud.com) and your Apple ID, stored with Save.
  • Cal.com: an on/off switch plus your Cal.com API key and Username, stored with Save.

These cards store your details and show as connected on the Integrations overview, but the calendar sync engine currently syncs Google Calendar and Outlook Calendar only. No events are imported from or exported to Apple Calendar or Cal.com, and neither appears under Sync settings.

Two-Way Sync Configuration#

How Sync Works#

  • Sync runs automatically every 15 minutes for every connected calendar, and on demand: on the Scheduling → Calendar page, Integrations tab, click Sync now under Full organization sync.
  • Events from the last 7 days to the next 30 days are considered.
  • Calendar → CRM (import) runs for every connected account. CRM → calendar (export) runs only when Two-way sync is switched on for that provider, following the chosen Sync Direction.
  • An event canceled or deleted on your calendar marks the matching CRM meeting as canceled. A synced event you delete in the CRM is not recreated by the next sync.

Sync Settings#

  1. Navigate to Scheduling → Calendar and open the Integrations tab.
  2. Under Sync settings, the Sync Settings tab shows one card for Google Calendar and one for Outlook Calendar, each with its connection state (Connected with the account email, or Reconnect needed).
  3. For each provider, configure:
    • Two-way sync: Sync events both ways between your CRM and external calendars.
    • Auto-create meetings: Automatically create CRM meetings from calendar events.
    • Customer matching: Automatically link calendar events to existing customers.
    • Sync Direction: Import Only (calendar to CRM), Export Only (CRM to calendar) or Bidirectional. Import Only is the default.
  4. Administrators can also choose which workspace imported events belong to.
  5. The Sync History tab lists recent sync runs and their results.

The Calendar tab of the Scheduling → Booking settings offers the same Two-Way Sync, Auto-Create Meeting Links and Customer Matching switches in the context of bookings.

Scheduling Features#

Booking Pages#

AutomateNexus CRM includes built-in booking pages that respect your availability. They live under Scheduling → Booking:

  1. On the Event Types tab of the booking dashboard, create an event type with a Name, Description, Color, Duration, Buffer Before and Buffer After, and a Location Type (Video Call, Phone Call, In Person or Custom). For video calls you can pick Zoom, Google Meet, Microsoft Teams or Zoho Meeting, provided the provider is connected under Settings → Integrations → Scheduling → Video conferencing.
  2. Set your hours on the Availability tab of Booking's settings; these hours power the time slots shown on your public booking pages.
  3. Use Open booking page on an event type to get the public link to share with clients or embed on your website.

Round-Robin Scheduling#

For teams, the Round Robin tab of the booking dashboard distributes bookings across team members:

  1. Create and activate an event type first; the tab lists each active event type.
  2. Add the team members who should be in the rotation for that event type.
  3. The tab shows how many members are in rotation and a fairness score; Reset clears the assignment counts.

Testing Your Calendar Integration#

  1. Create a test event in AutomateNexus CRM: On Scheduling → Calendar, create a meeting. With Two-way sync on and the direction set to Export Only or Bidirectional, it appears on your connected calendar after the next sync (within 15 minutes), or right after Sync now.
  2. Create a test event on your calendar: Add an event directly in Google Calendar or Outlook. After the next sync, check Scheduling → Calendar to confirm it was imported.
  3. Edit an event: Change the time of a synced event in one system and verify the change is reflected in the other after the next sync.
  4. Test a booking page: Open your booking page URL in a private browser window and book a test appointment. Confirm it appears in the CRM and on your calendar.

Troubleshooting#

Events Not Syncing#

  • Check that the calendar still shows Connected on its card; a Reconnect needed badge under Sync settings means the connection has expired.
  • Verify Two-way sync is on and the Sync Direction matches what you expect (Import Only never pushes CRM events out).
  • Wait for the 15-minute cycle or click Sync now.
  • Check that the event falls within the sync window (7 days back, 30 days ahead).
  • Review the Sync History tab for errors.

Duplicate Events Appearing#

  • This usually occurs when both calendar sync and a separate automation (e.g., Zapier) are creating calendar events. Disable one of the two.

OAuth Token Expired#

  • If the card shows that the connection has expired, or Sync settings show Reconnect needed, click Reconnect and re-authorize the connection.
  • For Google accounts, ensure that AutomateNexus CRM is still listed as an authorized app in your Google Account security settings.

Apple Calendar or Cal.com Not Syncing#

  • These cards do not sync events yet (see above). Connect Google Calendar or Outlook Calendar for calendar sync.

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