Overview
Element451’s Appointments module helps streamline scheduling by connecting to your calendar to check availability. This connection is read-only, meaning Element451 can detect when you’re free or busy but won’t add appointments directly to your calendar.
This article covers how to connect your calendar for availability checks and options for adding appointments to your calendar.
Connecting Your Calendar
Here are the how-to guides on connecting the Appointments module to either a Google or Outlook calendar:
How-To: Connect Your Google Calendar
How-To: Connect Your Google Calendar
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.
Navigate to Appointment Settings > My Settings > Import Calendar.
Paste the copied URL into the Calendar URL box.
Click Save.
How-To: Connect Your Outlook Calendar
How-To: Connect Your Outlook Calendar
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 to 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 to Element451 > Appointment settings > My Settings > Import Calendar
Paste the ICS url that you copied from your Outlook settings into the Calendar url box.
Click Save.
Video Guides
Connecting Your Google Calendar
Connecting Your Google Calendar
Connecting Your Outlook Calendar
Connecting Your Outlook Calendar
Exporting + Adding Appointments to Your Calendar
While Element451 detects your calendar’s availability, it does not add new appointments directly. To manage your appointments, there are three methods you can use:
1. Manually Add Appointments (Using .ics File from Email)
Best for: Users who prefer control over what is added to their calendar.
Pros: You can manually add each appointment using the .ics attachment in the appointment confirmation email.
Cons: Requires manual action, and canceled appointments must be removed manually.
How it Works
How it Works
Appointment hosts receive a confirmation email when an appointment is booked, including an .ics file attachment.
Using this file, you can manually add the appointment to your primary calendar.
For Google Calendar users, the event should automatically be added to your primary calendar, provided you’ve authorized it to do so. If it’s your first time, Gmail may prompt you to enable this feature like in the screenshot below:
Outlook users will need to manually import the .ics file, as automatic import is not currently supported.
2. Export Appointments from the Appointments Module (As File)
Best for: Users who need to quickly update their calendar by importing their entire set of upcoming appointments at once.
Pros: Allows you to export and add a batch of appointments to your calendar at once.
Cons: This is a one-time import, so your calendar won't automatically update as new appointments are added or existing appointments are changed or canceled.
3. Export Appointments from the Appointments Module (As Link)
Best for: Users who want real-time appointment updates and don’t mind having their Element451 appointments added to a separate calendar.
Pros: Creates a two-way sync between your Element451 appointments and your calendar, ensuring real-time updates.
Cons: Sync times may vary, and appointments are typically pushed to a separate calendar rather than your primary one.
How it Works
How it Works
In the Appointments module, select Export > As Link.
A live calendar feed URL of your appointments will be copied to your clipboard.
Add this URL to your calendar client (Google, Outlook), creating a sync between your Element451 appointments and your calendar. For example, in the screenshot below, you will see Google Calendar Settings, where you can add the copied URL.
If an error is returned when adding the URL to your calendar, ensure that an HTTPS protocol is added to the beginning of the URL.
What happens if I don't connect my calendar?
Even without linking your calendar to the Appointments module, you can still manage appointments through Engagement > Appointments. Although the system won't be able to verify availability against your calendar, it will ensure you're not double-booked by confirming availability with existing appointments.
The Appointments Module is included with the Element Engage package.