Meetings go into Client calendar in an incorrect time zone

Hi ​@Magnit60866 - Thanks for reaching out!

In this case, can you check to see what the Invitee Time Zone is set to on your meetings page? Its possible that if the incorrect timezone was chosen, it could have been added to the calendar at the incorrect time. You should be able to see this under the meeting details here:
 

If its incorrect, you can just reschedule the meeting for the same time, but select a different time-zone when booking.

Let me know if this works!

Hi David,

I am super grateful for your reply. I have checked this setting before posting the question and it is set-up to the correct time zone which is Central Time zone. Any other ideas please? This client operates out of San Jose, California so Pacific Time is correct, however Pacific Time is 2 hours behind Central Time, whereas this meeting has gone into her calendar as if Pacific Time was 2 hours ahead of Central time.

Thank You in advance and look forward to hearing from you.

Aga

Hi Aga,

Outside of checking the timezone on the meetings tab https://calendly.com/app/meetings/user/me

Next would be to get a screenshot of the event on the invitees calendar, I’d like to see what information is being pulled for it to show up incorrectly. I have seen it a few times where the invitee accidentally moved the event on their own calendar and the change wasn’t reflected with the host. You can try rescheduling the event for the same time to see if it appears correctly.

Lastly, if you’d like to get a closer look, our support team can look at your account more closely to see what might be going on! You can either chat in or email them directly at support@calendly.com

Let me know if you have any questions!

Hi David,

Please find attached the confirmation that the client received that went to her calendar and forwarded as an email to us. I think this matter needs investigating further and so I will also email your support team.

Thank you

Aga

Hi David,

In addition to the above issue, I have one more - 

I need to update my account settings so that meetings booked via Calendly are added to a company calendar instead of my own business calendar?

In order to do so, I see I would need to update “Calendar to add events to”, but when I try to do so, the system doesn’t allow me to make the change.

Please can you update our account settings so that instead of “Calendar to add events to” being my calendar it is instead

Is this something you could help me with please?

Best regards,

Aga 

Hi Aga - Is there a specific error that appears when you try to make that change? That will give more information into what might be going on.

Are you able to connect the new calendar on the connections page here? https://calendly.com/app/availability/calendar_settings

You will need to connect the company calendar first, then you can change which calendar is marked as the Add To calendar.

I don’t have the ability to make these changes for you - but let me know what you’re seeing so I can assist further. 🙂

Hi David,

I don’t get an error message and I tried changing my email company under Availability/calendar_settings to the business mailbox connected with the cwsups calendly account however, it asks me for a password and I don’t have a password to this mailbox as it sits in my Outlook. Also, as a bit of background, this calendly - cwsups account was previously connected to my colleagues work email who has now left the company. She was told by somebody in calendly team that even when she is gone the settings will remain active. Unfortunately, this was not true and the calendly account got de-activated when she left and our sales team could not book meetings. Therefore, I went in and added my business email which is causing the issue, please see screenshots below. I was told that even when your business email is connected to calendly account when you click on the “Calendar to check Conflict” it should show me the CWS UPS in the drop down but it doesn’t.

I’m scared to change anything because I worry that my team will not be able to book meetings.

PLEASE HELP

Hi Aga, thanks for sending over the info!

For context, Calendly can only access calendars with full read/write access. The admin will want to share the calendar with full managing and editing permissions. If you have that already, you may need to refresh the connection by disconnecting/reconnecting the calendar. Doing this won’t prevent users from making bookings with you, the only thing this would effect is bookings made during the time the calendar is disconnected which should only be a minute or two. Once its reconnected, and you’ve made sure you have full read/write access to the calendar in Outlook, it should appear as a sub-calendar in Calendly for you to select.

​​​​​​​Let me know if you have any questions!

Hi David,

I’m not sure I understand, who is the admin? and how do I know that if I’m connecting a calendar I have full read/write access? Is there anybody in your support team that could help me with this to make sure I’m doing it correctly?

Also, we just got a message from a client who said that she did not receive the calendar invite, although she has registered via calendly. Do you know how this could have happened and how will I know who received a calendar invite and who didn’t?

I look forward to hearing from you

Aga

Hi Aga, 

In this sense, the Admin would be whoever is your Outlook/Office 365 Admin. They would be the one to ensure you have Read/Write access to specific calendars. Our Support team can definitely help you with the process in Disconnecting/Reconnecting your calendar, but I think you should be good to do this as long as you have the correct permissions in Outlook. 

There are a lot of things that could of happened in this case, the main thing is that its dependent on what Email service they’re using, and what notification type you’re using.

I would start here to get an overview of both notifications we offer. You can choose between Calendar Invitations, or Email Confirmations. 

• If they’re using Google, its possible it got caught is spam/trash OR they just need to accept the calendar invite
• If they’re using Outlook, they may need to view their confirmation email to see if they can add or accept the calendar event from there.

The main way to tell is by using Calendar Invitations. In this case. customers who accept the invite will have a green checkmark next to their name in your event so you can ensure they saw it.

If you use Email Confirmations, an ICS file is attached to their confirmation email, and they can use that to add it to their calendar.

Many of our users utilize Calendar Invitations because it allows for more transparency between the host and the invitee. You can read more about both options, and how to adjust them here: https://help.calendly.com/hc/en-us/articles/14078580813335-Calendly-scheduling-notifications#h_01JRZMYHNTA50F7VY3A908RZQW

Its a lot of information, so let me know if you have any questions!

Hi David, I’m trying to find the green checkmark that you are referring to? Can you tell me where should I be looking for it? Attached is a screenshot of the meeting

Hi Aga!

In this case, the Green Checkmark would appear in your connected Calendar when using Calendar Invitations as the notification type. It would look something like this:
 

Just make sure you’re using Calendar Invitations by following this article: https://help.calendly.com/hc/en-us/articles/14078580813335-Calendly-scheduling-notifications#h_01JRZMYHNTA50F7VY3A908RZQW

Then, if you are, you can check your calendar to see if you have that greencheck mark on the invitee. This would mean they received and accepted the Calendar Invite.

Hi David, it looks like I don’t have a scheduling page so I cannot follow the guide you sent me above

Hi ​@Magnit60866 - Your scheduling page is just your events page where you can make and manage all of your event types. You can select this link to go there directly: https://calendly.com/event_types/user/me