Push and fetch: Outlook Calendar reads your calendar availability and writes booked events to your calendar.
Available on the Starter plan and above.
What you can do
The Outlook Calendar integration is designed for availability-based appointment booking. The Calendar action block checks available slots and creates the appointment after the visitor selects a time and provides the required details.
Before you start
Make sure you have (Microsoft prerequisites):- A supported Microsoft account.
- Access to the Outlook calendar where events should be booked.
- Permission to authorize WotNot to access your calendar.
- The required permissions granted during the Microsoft sign-in process.
Personal Microsoft account vs. Microsoft 365 account
WotNot connects to Microsoft calendars through Microsoft’s calendar APIs.Decide where events should be booked
Before connecting the account, identify the Outlook calendar that should receive events from WotNot.Connecting Outlook Calendar
- In WotNot, go to Settings.
- Open User → Calendar.
- Find Outlook Calendar.
- Click Sign in with Outlook.
- Sign in with the Microsoft account you want to connect.
- After Microsoft completes the authorization process, WotNot connects the account to your calendar settings.
Choosing a calendar
After connecting your Outlook account, choose the calendar that should receive events booked through WotNot.
- Personal calendar
- Work calendar
- Team or shared calendar
- Department calendar
Changing the selected calendar affects where new appointments are booked. It does not move appointments that were already created in another calendar.
Create an event
An event is a pre-set of what kind of meeting is to take place and who are the people among whom the event will be assigned.- Click ”+ Create event” to create an event.
- Give the event a name.
- Choose the teammates/team who should get assigned to this event.
- Choose the “Calendar” in which the meetings will be booked on.
Configure the event settings
Customize how you want the event to be booked.
Setup your meeting invite
Here, you configure the messaging of the calendar invite, which is sent to the attendees.- Subject - Subject of the meeting invite Like “Demo with WotNot”.
- Description - Brief details of what and why is the event taking place.
- Location - You can include a Google Meet/Zoom meeting link here.
Collect contact details to book the meeting
To book the event, it is mandatory to collect the name and email of the attendee. You can customize this form to include other fields by creating new fields. You can also enable the “Skip form” configuration, which will automatically skip this screen if data is already available. As users who speak with your bot may have previously provided their contact details, the chatbot will smartly skip asking for the details again if it already knows the answer.
- Success - When an event is booked successfully.
- Failure - When there is a failure while booking the event.
[WhatsApp/SMS] Define the message copy
If you use Outlook Calendar on WhatsApp or SMS, you can change the copy of the message used to collect the date and timeslot.
- Date selection
- Question - Question asked when showing the list of dates.
- Button text - On WA, clicking this button will display the list of dates.
- Error message - When an invalid selection is made.
- Timeslot selection
- Question - Asked when showing the list of timeslots.
- Button text - On WA, clicking this button will display the list of timeslots.
- Error message - When an invalid selection is made.
- Confirmation message - Once the meeting is successfully booked .
Meeting details
You can use the following system variables to use the booked date and time:- gcal_selected_slot_time
- gcal_selected_slot_date
- gcal_selected_slot_day
- Click ‘Save’ on every section of the action panel to save your changes for that event.
- Choosing a different event from the event dropdown will show its configurations.
Troubleshooting
My Outlook Calendar connection has expired
My Outlook Calendar connection has expired
The Microsoft authorization token may have expired, been revoked, or become invalid.Reconnect your Outlook account from Settings → User → Calendar and complete the Microsoft authorization flow again.If the issue continues, check whether your Microsoft account or organization has changed its application-access policies.
Microsoft says administrator consent is required
Microsoft says administrator consent is required
Your Microsoft 365 organization may restrict users from independently approving third-party applications.Contact your Microsoft 365 administrator and ask them to approve the WotNot application. After administrator consent is granted, return to WotNot and reconnect your Outlook account.This requirement is controlled by your organization’s Microsoft Entra ID settings, not by WotNot. Microsoft supports delegated calendar permissions for work or school accounts, but organizations can control how users grant consent to applications.
Appointments are being created on the wrong calendar
Appointments are being created on the wrong calendar
Check which Outlook calendar is selected in Settings → User → Calendar.If your Microsoft account has multiple calendars, WotNot can be configured to use the calendar selected in the calendar settings. Select the intended calendar and save the configuration.
The appointment time is different from the visitor's expected time
The appointment time is different from the visitor's expected time
Check the time zone configured for your Outlook Calendar availability and the time zone used by the visitor’s experience.A mismatch between the configured availability time zone and the visitor’s local time zone can make a slot appear at an unexpected time.Review the time zone configuration before testing the booking flow again.
Two visitors can book the same time slot
Two visitors can book the same time slot
WotNot determines available slots from the connected calendar’s availability. If a slot has already been booked, the calendar availability should be refreshed before another appointment is confirmed.If you continue to see duplicate bookings, verify that the connected calendar is the correct calendar and that the availability configuration matches your actual Outlook schedule.
The invitee did not receive the calendar invitation
The invitee did not receive the calendar invitation
First, verify that the visitor’s email address was collected correctly during the booking process.The Outlook Calendar action requires the attendee’s name and email address to book the meeting.If the booking was created successfully but the invitation was not received, check the recipient’s spam or junk folder and verify that the email address is correct.
What is the difference between a personal Microsoft account and a work or school account?
What is the difference between a personal Microsoft account and a work or school account?
Both personal Microsoft accounts and Microsoft 365 work or school accounts support delegated calendar access through Microsoft Graph.The main difference is administration. A personal Microsoft account is generally controlled by the account owner, while a Microsoft 365 work or school account may be subject to organizational policies that require administrator approval before an application can access the calendar.If your work or school account shows an administrator-consent message, contact your Microsoft 365 administrator.