Calendar Sync (Google & Outlook)

Calendar sync creates interview events automatically and checks for conflicts when scheduling. Microsoft 365 / Outlook is fully supported today. Google Calendar is coming: it is waiting for Google's approval and shows as Coming soon until then. It will connect on its own, before Gmail support. This guide covers connecting your calendar and what happens once you're connected.

Connecting Microsoft Outlook

1. Go to Settings → Integrations → Calendar & Video
2. Click Connect Microsoft Calendar
3. Sign in with your Microsoft account
4. Approve the requested permissions:
   • Calendar access (read and write)
   • Teams meeting creation
   • User profile (to identify your account)
5. You're redirected back to PlacementFlow

One Microsoft connection covers your email, your calendar, and Teams meeting creation — you don't connect them separately.

Google Calendar (Coming Soon)

Google Calendar is coming: it is waiting for Google's approval and shows as Coming soon until then. It will connect on its own, before Gmail support.

If your agency runs on Google Workspace today, use a Microsoft 365 mailbox for your PlacementFlow desk in the meantime — calendar sync is required for interview scheduling.

What Gets Synced

Interview Events

When an interview is scheduled (candidate or client selects a time), PlacementFlow creates a calendar event with:

• Title: "Interview:", the candidate's name and the job title
• Time: the confirmed slot with correct timezone
• Attendees: the candidate, you, and any panel interviewers (your client gets an email with a calendar file instead)
• Location: video meeting link or physical address
• Reminder: 1 hour before

The event appears on your primary calendar.

Video Meetings

When a time is booked for a video interview, PlacementFlow creates the meeting link:

Meeting links are embedded in the calendar invite and all confirmation emails. Participants can join directly without approval.

Conflict Detection

When you propose interview times, PlacementFlow checks your calendar and marks any time that clashes with an event. If your calendar could not be read, it says the check is incomplete rather than showing no conflicts.

Testing Your Connection

To verify your calendar is working:

1. Go to Settings → Integrations → Calendar & Video
2. Click Test on your provider's card
3. You'll see "Teams connection verified" with your account if everything is working

If the test fails, you'll see an error message explaining what went wrong.

What Happens When Interviews Change

Rescheduled

When an interview is rescheduled, PlacementFlow:

1. Deletes the original calendar event
2. Creates a new event at the new time
3. Sends updated invitations to all attendees

Cancelled

When an interview is cancelled, the calendar event is deleted and attendees receive a cancellation notice.

Troubleshooting

"Calendar not connected"

Go to Settings → Integrations → Calendar & Video and connect your Microsoft account.

"Connection error" or "Token expired"

Click Reconnect to re-authorize PlacementFlow. This happens occasionally when your OAuth token expires or is revoked externally.

Events not appearing

1. Check that your provider's card shows Connected with no warning under it
2. Verify you're looking at the correct calendar (primary calendar is used)
3. Test the connection to confirm it's healthy

Wrong calendar

PlacementFlow syncs to your primary calendar. If you have multiple Google or Outlook calendars, events appear on the main one.

Privacy and Security

• Your calendar credentials are encrypted before storage
• PlacementFlow reads your calendar to check for conflicts and your free time, and to notice when you move an interview event it created
• Meeting links are created fresh for each interview (not reused)
• You can disconnect at any time from Settings

What Happens Next

Once your calendar is connected, interview scheduling becomes seamless. When a time is booked, the video meeting is created automatically and the event appears on your calendar, with the candidate invited. Clashes are marked when you propose times.

Related articles

• Integrations Overview
• Scheduling Interviews
• Connect Your Mailbox and Calendar