Overview

Element451’s Appointments module helps streamline scheduling one-on-one meetings with students and guests by checking your availability and optionally adding appointments to your external calendar.

This article covers:

How Element451 checks your availability
How to connect your calendar
Ways to add appointments to your calendar

How Element451 Checks Your Availability

To prevent double-bookings, Element451 checks your availability before allowing students to book appointments. It does this using one or both of the following:

[Beta] Connected Calendar: If your calendar is connected—either directly or via an iCal link—Element451 reads your free/busy times to determine when you’re available.
- Direct Google or Outlook integration: Provides real-time free/busy data and allows appointments to be written directly to your calendar.
- Shared calendar URL (iCal): Allows Element451 to read availability but does not write appointments to your calendar.

Existing Appointments in Element451: Even without a calendar connection, Element451 will use already booked appointments in the system to prevent overlapping bookings.

Your Availability Settings: Regardless of whether or not your calendar is connected, Element451 applies the settings defined for each availability you create, such as:
- Buffer time between appointments
- Advance notice required for booking
- Minimum and maximum appointment windows

important note Without a connected calendar, Element451 cannot see other external events—only appointments and settings configured within the platform.

Connecting Your Calendar

To ensure accurate availability checks and sync appointments, connect your calendar using one of the following methods:

[Beta] Option 1: Direct Google or Outlook Integration (Recommended)

This option offers the best experience—appointments are automatically added to your calendar, and changes are synced in real time.

How-To: [Beta] Connect Calendar Directly

Go to Engagement > Appointments
Click the More (⋮) icon in the top right
Select My Settings
Under Connect to Provider, choose your email provider: Gmail or Outlook
Follow the on-screen authentication process
Once completed, the page will refresh, and your calendar will be successfully connected

To disconnect your calendar, return to Connect to Provider and click Disconnect

Option 2: Read-Only iCal URL Connection

If you don't wish to connect directly with Google or Outlook, you can share your calendar’s availability using a public iCal (ICS) link.

How-To: Google iCal URL

Open your Google Calendar in a web browser
Click the gear icon (settings) at the top right
On the left menu, under Settings for my calendars, select the calendar you want Element451 to check for availability
Ensure the settings under Access Permissions for Events are as follows:
- Make available to public is enabled
- See only free/busy (hide details) from the dropdown menu is selected
Click Integrate Calendar
Copy the Public Address in iCal Format URL
Navigate back to Element451
Go to Engagement > Appointments
Click the More (⋮) icon in the top right
Select My Settings
Click the Import Calendar button
Paste the copied URL into the Calendar URL box
Click Save

If you need additional help, check out the Google Help Center.

How-To: Outlook iCal URL

Open your Outlook calendar in a web browser
At the top right, click the gear icon (settings)
On the left side menu, select Calendar
From the expanded menu, select Shared calendars
Under Publish a calendar, select the calendar name from the drop-down that you want Element451 to check for availability
For the Select permissions drop-down, choose Can view when I'm busy
Click Publish
Copy the ICS URL.
Navigate back to Element451
Go to Engagement > Appointments
Click the More (⋮) icon in the top right
Select My Settings
Click the Import Calendar button
Paste the ICS URL that you copied from your Outlook settings into the Calendar URL box.
Click Save

If you need additional help, check out the Microsoft Help Center.

What if I don’t connect my calendar?

You can continue to manage appointments in Engagement > Appointments, even if you haven't linked your calendar. Element451 will still prevent overlapping appointments within the platform, but it won’t be aware of your other commitments outside the system.

Adding Appointments to Your Calendar

Adding appointments to your external calendar ensures you stay organized, receive reminders in your email client, and keep your availability visible to colleagues who may schedule with you outside of Element451.

[Beta] Option 1: Direct Calendar Connection (Most Seamless)

When you connect your calendar directly using the steps above, Element451 will automatically add appointments to your calendar. It also keeps events up to date if appointments are changed or canceled. No further action is required once connected.

Option 2: ICS File Attachment in Confirmation Email

Best for: Manual control over what’s added to your external calendar.

Each time an appointment is booked, you’ll receive a confirmation email.
The email includes an .ics file you can open to add the appointment to your calendar.

You should know: