How to Sync External Calendars in Calendar Connections
Hello! In this guide, you’ll learn how to connect your external calendars — Microsoft Outlook, Google Calendar, or Redtail — to your LeadCenter.ai calendar.
Connecting your calendar allows you to:
- Avoid scheduling conflicts across systems,
- Sync meetings automatically, and
- Keep all your appointments centralized within LeadCenter.
1. Accessing the Calendar Connection Settings
To begin:
- Open your LeadCenter calendar.
- Click the Calendar Settings button (top-right corner).
- Select Calendar Connections from the left-hand menu.
This will open the Calendar Connections page, where you can integrate with:
- Microsoft Outlook / Office 365
- Google Calendar
- Redtail Calendar
- And add additional connections if needed.
2. Connecting Your Microsoft (Outlook) Calendar
To connect your Outlook calendar:
- Under Microsoft Calendar, click Connect.
- You’ll be redirected to the Microsoft Authentication page.
- Grant LeadCenter.ai access to your Microsoft calendar by clicking Accept.
Once connected:
- Your Outlook calendar will automatically sync with LeadCenter.
- Appointments created in LeadCenter or booked through BookMyTime.ai will appear in Outlook.
- Likewise, meetings created in Outlook will sync back to your LeadCenter calendar.
Important:
Ensure that the “Add to Calendar” checkbox is selected in your connection settings.
- If this is unchecked, appointments from LeadCenter will not appear in Outlook.
3. Syncing Between Outlook and LeadCenter
Once the integration is active:
Example 1 – Outlook → LeadCenter
- Open your Outlook calendar.
- Create a new event, for example:
- Title: “Second Meeting with Advisors”
- Time: 1:00 PM – 3:00 PM
- Click Save.
- Within about one minute, the meeting will appear automatically in your LeadCenter calendar.
Example 2 – LeadCenter → Outlook
- Go to your LeadCenter calendar.
- Create a new appointment, for example:
- Title: “Internal Review Meeting”
- Time: 12:00 PM – 1:00 PM
- Click Save.
- The meeting will automatically sync to your Outlook calendar.
This two-way synchronization ensures that all updates — including edits or cancellations — are reflected across both platforms.
4. Calendar Color Coding
LeadCenter assigns a unique color to each calendar connection to help you quickly identify the source of each event:
| Calendar Source | Color |
|---|---|
| Microsoft (Outlook) | 🟡 Yellow |
| Google Calendar | 🟢 Green |
| Redtail Calendar | 🔴 Red |
| LeadCenter Appointments | 🔵 Blue |
| LeadCenter Tasks | 🟣 Purple |
This color system provides a clear visual overview of all your scheduled activities across different systems.
5. Managing and Adding More Connections
You can connect multiple calendar sources for full synchronization.
If you use several tools — for example, both Redtail and Google Calendar — simply repeat the connection process for each platform.
To disconnect a calendar:
- Return to Calendar Connections,
- Click Disconnect next to the calendar you wish to remove.
Summary
| Step | Action | Result |
|---|---|---|
| 1 | Go to Calendar Settings → Calendar Connections | Opens integration options |
| 2 | Click Connect under Microsoft, Google, or Redtail | Begins authentication process |
| 3 | Authorize LeadCenter | Enables secure calendar syncing |
| 4 | Check “Add to Calendar” | Ensures appointments sync properly |
| 5 | Verify Color Coding | Identify events by their source at a glance |
Pro Tip
If you also use BookMyTime.ai, ensure your connected calendar (Outlook, Google, or Redtail) is selected as the primary calendar for availability checks — this prevents double-booking and ensures clients always see your real-time schedule.
By connecting your Outlook, Google, or Redtail calendar to LeadCenter, you’ll achieve seamless scheduling, real-time updates, and complete visibility across all your meetings and tasks.
Thank you for watching!
