Calendar synchronisation ensures your availability is consistent across all connected calendars. Troubleshooting discrepancies helps you avoid double bookings and missed opportunities, for example, preventing overbooking of your popular tour during peak season.
Accessing this feature
Go to Settings > Integrations > Calendar Sync
How to use it
Follow these steps to diagnose and correct calendar synchronisation problems:
Check Calendar Connection Status: Start by checking the current status of each calendar connection. Go to the Calendar Sync settings and note the status indicator next to each calendar. A "Connected" or "Active" status means the platform is connected. If the status shows "Disconnected," "Authentication Required," or an error message, go to step 7.
Start Manual Synchronisation: Even if a calendar appears connected, a manual refresh can fix small issues. In the Calendar Sync settings, find the option to Synchronise Now or Refresh Connection for the calendar with problems. This starts a data exchange between the platform and your calendar. Wait a few minutes and then check both calendars again.
Review Synchronisation Logs: The platform keeps a log of synchronisation attempts, including any errors. Access the "Synchronisation History" or "Activity Log" section in the Calendar Sync settings. Look for recent entries for the calendar with problems. Error messages, such as "API Rate Limit Exceeded," "Event Conflict," or "Permission Denied," give details about the problem. This is important for fixing the issue.
Check External Calendar Permissions and Availability: Make sure your external calendar (e.g., Google Calendar, Outlook Calendar) is set up to allow access.
Sharing Settings: Check that the calendar you are synchronising is not private. The platform needs permission to read and, if two-way sync is on, write events.
Availability Status: Check event status in your calendar. Some systems might only use events marked as "Busy" or "Confirmed," ignoring "Tentative" or "Free" events.
Calendar Visibility: Make sure the calendar is visible.
Check Time Zone Settings: Different time zones are a common reason for event problems. Check that the time zone set in our platform matches the time zone set for your calendar account and the calendar you are synchronising. A small difference can make events show at the wrong times, causing synchronisation problems. Correct any differences everywhere.
Check Event Details and Types: Some events might not synchronise, depending on your settings.
Event Status: Check that events are ready to synchronise (e.g., "Confirmed," "Booked"). Draft or cancelled events might not synchronise.
Event Privacy: Private events might not synchronise.
Event Duration: Very short or long events might not synchronise.
Recurring Events: Check how recurring events work. Some systems synchronise the whole series, others only individual events.
Re-authenticate Calendar Connection: If the connection needs authentication, or the problem continues, the connection might have expired.
Disconnect: In the Calendar Sync settings, find the option to Disconnect or Remove the calendar with problems.
Reconnect: Follow the instructions to reconnect the calendar. You will need to log in to your calendar and give permission again. This restarts the connection and can fix authentication problems.
Clear Browser Cache and Cookies: Browser problems can sometimes affect the display of synchronisation settings. Clear your browser's cache and cookies to remove any corrupted data. Restart your browser and go to the Calendar Sync settings again.
Check for Conflicting Rules or Overlaps: Learn how the system handles event conflicts. If you are synchronising multiple calendars, check how the system resolves conflicts. Some systems prioritise certain calendars, others show conflicts for you to review. Make sure you understand how the system works.
Tips
To keep calendar synchronisation working well:
Check Sync Status Regularly: Check the Calendar Sync settings to make sure all connections are active.
Use the Same Time Zone: Make sure the platform and your calendars use the same time zone.
Avoid Manual Changes: Once an event is synchronising, only edit it in one place to avoid conflicts.
Know the Sync Direction: Know if your calendar synchronises one-way or two-way.
Keep Calendars Updated: Keep your calendar apps updated to avoid problems.
Use Separate Calendars: Use a separate calendar for platform bookings to keep things organised.
Test New Connections: When you connect a new calendar, test it with a few bookings.
Check Sync Logs: Check the synchronisation logs for any warnings.
Need help?
For further assistance, contact us at [email protected]