Setting Up Linked Calendars & Conflict Calendars

Adaptive AI lets you synchronize external calendars (Google, Office 365, Outlook.com) to keep your availability up to date and prevent double-bookings. Use Connected Calendars to authorize Adaptive AI’s access, Linked Calendars to import events and show true availability, and Conflict Calendars to automatically block Adaptive AI slots when you have other commitments.

When to Use Connected, Linked & Conflict Calendars

• Connected Calendars: Grant Adaptive AI permission to read (and optionally write) events from an external calendar account.
• Linked Calendars: Import events and availability into Adaptive AI so your true busy times display.
• Conflict Calendars: Mark certain connected calendars as blockers, automatically making overlapping Adaptive AI booking slots Unavailable.

Prerequisites

• User Role: Admin or Manager access in the sub-account.
• External Calendar Account: Active Google Calendar, Office 365, or Outlook.com login credentials for each user.

Setting up the Linked Calendar

Step 1: Access the Connections Tab

In your Adaptive AI sub-account sidebar, go to Settings → Calendars, then click the Connections tab at the top to go to Calendars and Connected Calendars.

Step 2: Add a Calendar

1. 1Under Connected Calendars, click + Add New.
2. 2Select your provider: Google, Outlook, iCloud or Calendly Calendar.
3. 3Sign in and grant Adaptive AI permission to read events (and write, if you plan to sync bookings back).
4. 4Once successful, you’ll see your email listed with its provider icon.

Alert: Reconnect broken integrations If you see a red banner like “Reconnect your integration” or the calendar tile is outlined in red, your OAuth token may have expired or been revoked. Click Reconnect and re-authorize Adaptive AI to restore access. If the third-party calendar was deleted at the provider, the banner can also display a Fix This option. Click Fix This to review all deleted calendar instances and use Remove Deleted Calendars to clean up broken connections. Automatic resync after reconnect or changes: When you reconnect a previously disconnected calendar, Adaptive AI automatically pushes any unsynced upcoming appointments to your external calendar. If you connect a new calendar or switch to a different selected calendar within the same integration, Adaptive AI automatically resyncs future appointments to the newly selected calendar.

Step 3: Configure Your Linked Calendar

1. 1In the Calendar Configuration section under Linked Calendar, click Add.
2. 2Choose one of your Connected Calendars to import events into Adaptive AI.
3. 3Click Save.

IMPORTANT:- 1. Writer's access is required for the user to select a calendar as a linked calendar. 2. 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. 3. You can set your Sync Preferences from the Advanced Settings.

Service Bookings Sync to Linked Third-Party Calendars

Linked calendars help staff keep their assigned service bookings visible alongside the rest of their schedule. This improves day-to-day calendar visibility and makes it easier to manage appointments across platforms like Google, Outlook, and iCloud.

Service bookings can now sync to the linked third-party calendar selected in Calendar Settings > Connections.

Supported linked calendars include:

• Google
• Outlook
• iCloud

bookings assigned to you sync to your selected linked calendar

if a single booking includes multiple services assigned to different staff members, each staff member sees only their own assigned booking on their own linked calendar

This keeps service scheduling more accurate across teams and avoids unnecessary visibility into bookings assigned to other users.

Sync Preferences (Advanced Settings)

1. 1Default Sync (One Way Sync)
2. 2Two-Way Sync

For Example: John has created a google event from 1:00 pm to 2:00 pm called 'Doctor's Appointment with Dr. Mark' and has added Dr. Mark as a guest in his google calendar. Default Sync (One-way Sync): Only a blocked time from 1:00 pm to 2:00 pm will be added in the system so that no one can book during that time. Two-way Sync: An appointment is created in the system from 1:00 pm to 2:00 pm so that no one can book during that time. A new contact for Dr. Mark is created in the system. If any workflows are created, they would get triggered for Dr. Mark.

Conflict Calendars

Events from third-party calendars added as conflict calendars are synced to the system, blocking your availability for the event's duration. As the name suggests, we read all the events from the selected calendar and block off the timings when the user is not available. The availability is blocked only if the event is marked as 'BUSY' in the third-party calendar. For events marked as 'FREE', the events are fetched in the system but the availability remains open.

This ensures accurate availability and avoids double bookings. You can add multiple calendars to be checked to prevent double bookings. In the Conflict Calendars section, we do not create any appointments, instead we just block off the time for any event already scheduled in your third party calendar.

How these Calendars Work

1. 1Booking Requests
2. 2Two-Way Sync
3. 3Calendar View

Best Practices & Considerations

• Limit Write-Back: Enable write-back on only your primary work calendar to avoid duplicate entries.
• Block Personal Events: Link personal calendars as Conflict Calendars so family or personal commitments auto-block booking slots.
• Align Time Zones: Ensure your external calendar’s time zone matches your Adaptive AI profile to prevent mismatches.
• Periodic Reauthorization: If you change your external account password or security settings, reauthorize Adaptive AI to prevent broken integrations.

Common Troubleshooting

Issue | Cause | Resolution

Integration shows as broken (red banner) | OAuth token expired or revoked | Under Settings → Calendars → Connections, click Reconnect and re-authorize.

Events not appearing in Adaptive AI | No Linked Calendar selected or sync disabled | In Calendar Configuration → Linked Calendar, click Edit, ensure Sync Events is on.

Slots are still bookable during external events | Conflict Calendar is not enabled | Under Conflict Calendars, click Edit, toggle Use as Conflict Calendar, then Save.

Adaptive AI appointments are not writing back | Write-Back toggle is off | Edit your Linked Calendar settings to enable Write Back Appointments, then save.

Duplicate external events | Multiple calendars have write-back enabled | Disable write-back on secondary calendars or unlink extras you don’t need.

Related Articles

• Calendar Scheduling Conflicts
• Round Robin Calendars: The Setup Guide
• How to Re-Integrate Google Calendar with Adaptive AI for a User