Troubleshooting calendar integration issues with Zoom Scheduler

Zoom Scheduler allows you to create booking links that share your availability with others. When the calendar integration isn't working properly, you may experience issues with availability settings not saving correctly, meeting invitations not being sent, or incorrect availability being displayed to clients.

Requirements for troubleshooting calendar integration issues with Zoom Scheduler

• Zoom Scheduler accessed through desktop app or web interface (scheduler.zoom.us)
• Calendar integrations with Google Calendar, Microsoft Outlook/Office 365, or Exchange Online
• Zoom desktop or mobile app
• Zoom Scheduler does not support the following calendar services: 
  
  • Apple iCloud calendar
  • On-premises Exchange server (only Exchange Online is supported)
    Note: If you're using an unsupported calendar service, you'll need to migrate to one of the supported options (Google Calendar, Office 365/Exchange Online) or use workarounds like syncing your calendar with a supported service.

User issues

Users are experiencing several issues related to Zoom Scheduler’s calendar integration, including:

• Availability settings don't save correctly
• Meeting invites aren't being sent to attendees
• Calendar events aren't syncing between Zoom and integrated calendars
• Incorrect time slots displaying in scheduler links
• Authorization errors when connecting calendars
• Double booking issues due to conflicts not being respected

Common causes

Calendar integration issues with Zoom Scheduler often occur due to the following reasons:

• Expired or invalid authentication tokens between Zoom and the calendar service
• Incorrect time zone settings in the Zoom profile or connected calendar
• Insufficient permissions configured for calendar access
• Bi-directional sync not enabled for calendar events
• Connecting to a personal calendar instead of a business calendar (or vice versa)
• Use of unsupported calendar services (for example, Apple iCloud, on-premises Microsoft Exchange)

How to troubleshoot calendar integration issues with Zoom Scheduler

Check whether your calendar is integrated with Zoom Scheduler

If you haven't yet connected your calendar to Zoom Scheduler:

1. Sign in to the Zoom web portal.
2. Click Profile.
3. In the left navigation menu, click Scheduler.
4. Select your calendar service (for example, Zoom Mail & Calendar, Google Calendar or Outlook) and click Connect.
5. Configure the necessary permissions and follow the on-screen instructions to authorize.
6. Set your work week hours and confirm your time zone is correct. Changes are saved automatically.

Reconnect or reauthorize your calendar

If you're experiencing issues with calendar integration in Zoom Scheduler, the common solution is to reconnect or reauthorize your calendar. Follow the steps below based on your preferred method:

Option 1: Reauthorize via email notification.

1. Look for an email from scheduler-noreply@zoom.us with the subject: [Zoom Scheduler] Calendar account connection issue.
2. Open the email and click the Reauthorize button.
3. You'll be prompted to log in to your calendar service.
4. Grant Zoom access to restore full functionality in Zoom Scheduler.

Option 2: Reauthorize through the Zoom web portal

1. Sign in to your Zoom account on the Zoom web portal.
2. In the left navigation menu, click Scheduler.
3. In the top-right corner, click Settings.
4. Click the Accounts tab.
5. Choose the account you want to reauthorize, then click the three dots next to the connected calendar account.
6. Click Reauthorize.
   This will prompt you to log in to your calendar service to grant Zoom access again to continue using Zoom Scheduler.

Check multiple calendars for conflicts

If you have multiple calendars linked to your account, follow these steps to manage conflict checking:

1. Sign in to the Zoom web portal.
2. In the left navigation menu, click Scheduler.
3. In the top-right corner, click Settings.
4. Click the Accounts tab.
5. Under Check for conflicts, choose which calendars you'd like Zoom Scheduler to monitor for scheduling conflicts. You can select up to 10 calendars.
6. Adjust your selections as needed:
   • Edit which calendars are checked for conflicts.
   • Disable conflict checking for individual calendars by toggling the setting off.

Disable shared calendar improvements in Outlook

If you're experiencing issues with shared calendars in Outlook, try disabling the shared calendar improvements:

1. Open Outlook.
2. In the top-left corner, click File, then select Account Settings, and again Account Settings. A list of your email accounts will appear.
3. Select your Microsoft Exchange account, then click Change.
4. Click More Settings, then click the Advanced tab.
5. Uncheck Turn on shared calendar improvements.
6. Click OK, then restart Outlook.

Enable bidirectional sync for Zoom meeting data between Zoom web portal and calendars

To ensure seamless syncing between Zoom and your calendar:

1. Sign in to the Zoom web portal as an admin.
2. In the navigation menu, click Account Management then Account Settings.
3. Select the Mail & Calendar tab.
4. Under the Data sync section, enable the toggle for Bidirectional sync for Zoom meeting data between Zoom web portal and calendars.
5. If prompted, click Enable to confirm your selection.

Note: To enable this setting for a specific group:

Click User Management, Groups, select the desired group, then navigate to the Mail & Calendar tab and enable the bi-directional sync setting there.

Configure correct time zone settings

Availability issues in Zoom Scheduler are often caused by mismatched time zone settings between Zoom and your calendar service. To ensure accurate scheduling:

1. Sign in to the Zoom web portal.
2. In the left navigation menu, Click Profile.
3. Scroll down to the Time Zone section.
4. Confirm that your time zone is set correctly based on your current location.
5. Verify the time zone in your calendar service.
6. Check the time zone settings in your connected calendar (for example, Google Calendar or Outlook) and make sure they match your Zoom profile.

Fix availability display issues

If your scheduler isn't showing the correct availability:

1. Sign in to the Zoom web portal.
2. In the left navigation menu, click Scheduler.
3. In the top-right corner, click Settings, then select the Availability tab.
4. Set your work week hours and confirm your time zone is correct. Changes are saved automatically.
5. Sign out and sign back in to refresh your settings.
6. Under Booking pages, open your scheduling link to confirm your availability is displaying correctly.

Additional troubleshooting steps

If you're still experiencing issues after trying the steps above, try the following:

1. Ensure you're using the latest version of the Zoom desktop app.
2. Clear your browser cache if using the Zoom web portal.
3. Disconnect the calendar integration, wait 5 minutes, then reconnect it.
4. Check your organization's firewall settings to ensure they're not blocking the connection.
5. Contact Zoom Support, and include screenshots or screen recordings of the issue for faster assistance.