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Connecting Outlook Calendar

Synchronise your Launchpad bookings with Microsoft Outlook

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Connecting Outlook Calendar

If you use Microsoft 365 or Outlook.com for your calendar, you can sync it with Launchpad. Bookings appear automatically in Outlook, and your Outlook appointments can block availability in your booking system.

Why sync with Outlook Calendar?

Connecting Outlook Calendar provides:

  • Unified scheduling — see all commitments in one place

  • Microsoft 365 integration — works with your existing business tools

  • Team collaboration — share calendars with staff through Microsoft Teams

  • Mobile sync — access your schedule on any device with Outlook

  • Conflict prevention — personal appointments block booking times

Before you start

You'll need:

  • A Microsoft account (Microsoft 365, Outlook.com, or Hotmail)

  • Owner or admin access in Launchpad

  • Permission to grant calendar access (if using a work account)

For Microsoft 365 business accounts, you may need administrator approval for the integration.

Connecting your Outlook Calendar

  • Go to Settings from the main menu

  • Click Integrations

  • Find Outlook Calendar in the Calendar section

  • Click Connect with Microsoft

  • Sign in to your Microsoft account

  • Review the permissions Launchpad is requesting:

- Read and write calendar events - View your calendars

  • Click Accept to authorise the connection

  • You'll be redirected back to Launchpad

A green "Connected" badge indicates the integration is active.

Microsoft 365 business accounts

If you're using a company Microsoft 365 account:

  • Your IT administrator may need to approve the app

  • Ask your admin to allow the "Launchpad" application

  • Once approved, follow the standard connection steps

Your administrator can review the permissions in the Microsoft 365 admin centre.

Selecting your calendar

After connecting, choose which calendar to use:

  • In the Outlook Calendar integration settings, click Configure

  • View your available calendars

  • Select:

- Your primary calendar - A specific work calendar - Or create a new calendar for bookings

  • Click Save

How the sync works

Launchpad to Outlook

When bookings are created, modified, or cancelled in Launchpad:

  • An event is created/updated/removed in your Outlook Calendar

  • Event includes customer name, product, and booking details

  • Syncs within a few minutes

Outlook to Launchpad

When you create or modify events in Outlook:

  • Times marked as "Busy" block availability in Launchpad

  • "Free" or "Tentative" events don't affect availability

  • Allows you to block time for personal commitments

Sync timing

  • Changes typically sync within 5 minutes

  • Outlook webhook technology enables near-real-time updates

  • Manual sync available if you need immediate updates

Configuring sync options

Sync direction

Choose how information flows:

  • Go to the Outlook Calendar integration settings

  • Select your preference:

- Two-way sync — full synchronisation both directions - To Outlook only — bookings appear in Outlook, but Outlook events don't affect Launchpad - From Outlook only — Outlook events block availability, but bookings don't appear in Outlook

Event details

Control what information appears in Outlook:

  • Full details — customer name, product, contact information

  • Limited details — product name and time only

  • Busy only — blocks time without showing any details

This is useful for shared calendars where customer privacy is important.

Blocking availability

To ensure personal appointments prevent bookings:

  • Create events in Outlook as usual

  • Set the event status to "Busy" or "Out of Office"

  • The time will show as unavailable in Launchpad

"Tentative" and "Free" events do not block availability.

Working with multiple calendars

Personal and work calendars

If you have separate calendars:

  • Choose your primary work calendar for the sync

  • Or create a dedicated "Launchpad Bookings" calendar

  • Share this calendar with team members as needed

Team member calendars

For businesses with multiple staff:

  • Each team member connects their own Microsoft account

  • Calendars sync independently

  • Useful for businesses where specific staff deliver experiences

Troubleshooting

Connection issues

  • Ensure you're signed in to the correct Microsoft account

  • Check pop-ups are allowed for the authorisation window

  • For business accounts, verify admin approval

  • Try disconnecting and reconnecting

Sync not working

  • Check the integration status in Settings > Integrations

  • Verify the correct calendar is selected

  • Wait 5-10 minutes for sync to complete

  • Use the manual sync button if available

Events not appearing in Outlook

  • Confirm the sync direction includes "To Outlook"

  • Check the selected calendar in Outlook

  • Refresh your Outlook calendar view

  • Verify the booking was successfully created in Launchpad

Outlook events not blocking availability

  • Ensure the event is marked as "Busy" (not "Free" or "Tentative")

  • Confirm two-way sync is enabled

  • Check the event is on the connected calendar

  • Wait for sync to complete

Permission errors

If you see authorisation errors:

  • Disconnect the integration

  • Reconnect with the correct Microsoft account

  • Ensure you accept all requested permissions

  • For work accounts, contact your IT administrator

Best practices

  • Use a dedicated calendar — keep Launchpad bookings separate from personal events

  • Set clear busy status — mark time off as "Busy" to block bookings

  • Share with your team — use Outlook sharing for team visibility

  • Check sync regularly — review for any discrepancies

  • Keep credentials secure — use strong passwords and multi-factor authentication

Disconnecting Outlook Calendar

To remove the connection:

You can also revoke access from your Microsoft account security settings.

Choosing between Google and Outlook

You can connect either Google Calendar or Outlook Calendar (or both if needed). Choose based on:

  • Google Calendar — if you use Gmail, Google Workspace, or Android

  • Outlook Calendar — if you use Microsoft 365, Outlook, or Windows primarily

Both integrations work similarly and provide the same core benefits.

Keep your Outlook and Launchpad calendars in sync for a complete view of your schedule.

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