Calendar Sync Setup (Google / Outlook / iCloud)
After following this guide you will have connected Google Calendar, Microsoft Outlook, or iCloud to Univents, selected the right calendar, and optionally mapped locations so that events sync automatically.
Calendar sync lets Univents push your events automatically to your existing Google, Outlook, or iCloud calendar. That way you see them right alongside your private or business appointments. Open inquiries deliberately stay out — they only reach the calendar once you accept them.
Connect a calendar
You reach the Calendar Sync page via Integrations in the left sidebar. You land on the All integrations page; click Email & calendar in the CATEGORIES bar on the left, or type "calendar" into the search field at the top, then open the Calendar card. The ← All integrations link in the top left takes you back to the directory.
- Open the Calendar card under Integrations.
- Click Connect calendar.
- You will be redirected to a sign-in window from your calendar provider. Univents supports Google Calendar, Microsoft Outlook, and iCloud Calendar.
- Sign in with the account you want to use and grant the requested permissions.
- After signing in you are automatically returned to Univents. The new connection appears in the list with the status badge Connected.
How many calendars can I connect? One shared calendar for the whole workspace — Univents writes everyone's events into it. On top of that, every account with administrative access can connect their own calendar ("Connect my calendar"): the same events land there too, just in your personal Google or Outlook calendar. Nobody but you sees your personal calendar, and only you can disconnect it.
When a slot is taken, the matching button disappears and a short explanation takes its place. To use a different calendar, disconnect the existing one first. Reconnect on an existing row always works — even when both slots are taken.
Team members without administrative access subscribe to their shifts as a calendar feed in the employee portal instead.
Select a calendar
After connecting, Univents displays all calendars available in your account.
- Under the connected account, click the Select calendar dropdown.
- Choose the calendar that events should be written to. Primary calendars are marked accordingly in the list.
- The selection is saved immediately.
If the dropdown shows no calendars, check whether the connection is still active (badge Connected). If the badge reads Connection expired — reconnect, you need to re-authenticate once before the calendar list becomes available again.
Shared mailboxes and room calendars (Microsoft 365)
Univents always connects one mailbox. After that, exactly those calendars that belong to this mailbox are available for selection. A calendar that was merely shared with the mailbox still belongs to the original account — so it does not show up in our list, even if it is visible in Outlook.
This mostly affects room and resource mailboxes ("Studio 1", "West Hall"), because in Microsoft 365 those usually cannot sign in at all.
Three ways forward, depending on your setup:
| Situation | What to do |
|---|---|
| You want to keep it simple | Create the calendars you need inside one mailbox that can sign in (e.g. events@company.com) and connect that single mailbox. The Locations and calendars card then lets you assign each location its own calendar from this mailbox. |
| The calendars sit in a colleague's regular mailbox | The colleague connects it themselves via Connect my calendar — it becomes their personal calendar. Via Locations and calendars you can then assign this personal calendar to individual locations, just like the shared one. |
| They are genuine room or resource mailboxes | Your IT gives the mailbox its own account with a password (enable sign-in, assign a licence). You then connect it like any other mailbox. |
Ask your IT for two things:
- Allow sign-in for the calendar account (set a password, account not blocked).
- Exempt the account from particularly strict sign-in policies. Otherwise Microsoft ends the connection again after a short while and you have to reconnect regularly.
Read access is not enough: Univents creates and updates appointments, so the account needs write permission on the calendar.
Locations and calendars
By default, events from every location go to every connected calendar — the shared one and any personal ones. If you run multiple locations and want a different calendar for each, you can set that explicitly.
- Scroll to the Locations and calendars card on the calendar page. It lists one row per workspace location with its current sync state.
- Click Edit on the location you want to change.
- Choose one of three options:
- All calendars (default) — events from this location go to every connected calendar.
- Specific calendars — tick the connections you want (the shared one and/or individual personal calendars). For each ticked connection you can also choose a specific calendar under Calendar in this account instead of that connection's default calendar.
- Do not sync — events from this location are not sent to any calendar.
- Click Save.
The location's row then shows which mode is active.
Notice when multiple calendars are connected
If you connect a second calendar connection — for example your personal calendar in addition to the shared one — without having mapped any location yet, Univents shows the Multiple calendars connected dialog. You have two options:
- Map locations first — closes the dialog and takes you to the Locations and calendars card so you can set up the mapping.
- Enable all — I understand — confirms that events should continue to go to all connected calendars.
Which events reach the calendar?
Everything that is a real booking in Univents — drafts, options, confirmed and invoiced events. Deliberately not pushed:
- open and rejected inquiries — they live on the inquiry board, not in the calendar,
- cancelled events — whether cancelled via the status or via the “Cancelled” column on the board.
Change the status and the calendar follows: an accepted inquiry appears, a cancellation disappears, and undoing the cancellation brings the entry back.
Sync manually
Univents syncs events automatically whenever they are created or updated. You can also trigger a sync at any time manually:
- Open the Calendar card under Integrations.
- Click Sync now.
- After the sync completes, Univents shows how many external events were detected.
The date and time of the last sync are displayed below each connection.
Disconnect a calendar
- Click Disconnect on the desired connection.
- The connection is removed immediately. Calendar entries that have already been transferred remain in your external calendar but will no longer be updated.
Frequently asked questions
Which calendar providers are supported? Currently Google Calendar, Microsoft Outlook, and iCloud Calendar.
How many calendars can I connect at the same time? One shared calendar for the whole workspace, and on top of that every account with administrative access can connect their own personal calendar. Team members without administrative access subscribe to their shifts as a calendar feed in the employee portal instead.
What happens when a connection expires? Univents shows the badge Connection expired — reconnect. Click the button to sign in again. Your calendar selection and location mapping are preserved.
Can I connect the same calendar to multiple accounts? Yes. You can connect the same Google or Outlook account across different Univents workspaces.
Are external events from my calendar imported into Univents? When you click Sync now, Univents detects external events in your connected calendar. These appear as read-only entries and cannot be edited from within Univents.