How do I connect my Google or Outlook calendar to Sophiie?

Connect your calendar at Settings → Account → Calendar — it works the same for Google and Outlook. You choose the one calendar Sophiie writes your bookings into, and she checks every connected calendar so she never double-books you.

This page is personal. It connects the calendar of whoever is signed in, so each team member connects their own. Owners and admins can see who's connected at Settings → Job bookings → Calendars, and email connect instructions to anyone who hasn't done it yet.

Steps

1. Go to Settings → Account → Calendar.
2. Choose the Google or Outlook connect action. You'll be redirected to the Google or Microsoft login page.
3. Sign in and click Allow to grant the permissions.
4. Back in Sophiie, set up your calendars — everything on this page saves immediately, there's no Save button:

- Add bookings to — a dropdown choosing the one primary calendar Sophiie writes new bookings into. - Calendars on this account — each is tagged Read only or Read & write, and each has its own disconnect. - Other calendars on this account — anything else on the account, each with its own Add button.

Connect as many calendars as you like: Sophiie books into your primary calendar but checks every connected calendar for clashes. A read-only calendar can be connected purely for clash-checking — it just can't be picked as the bookings calendar.

What Sophiie puts in your calendar

When a job is booked, Sophiie writes the event into the calendar of the team member assigned to it — the first assignee who has connected a calendar. It goes into that one person's calendar, not everyone's, and it appears within 5 minutes. A job with nobody assigned, or whose assignees haven't connected a calendar, doesn't reach any calendar. The event contains:

• Title: "[Status]: Customer name - Service" (the service part is dropped when the job has no service).
• Description: the job summary, then the job notes, the customer's phone number, and a link to update the job in Sophiie.
• Location: the job's site address. If the job has no address, the customer's company address is used, and for a job booked at your own premises your business address is used. If none of these exists, the event has no location.
• Guests: everyone assigned to the job. The customer is never added — these events are for your team only. If a customer was a guest on an older event, Sophiie has since removed them.
• Sophiie sets no event colour and no reminder — your calendar's own defaults apply.

Pending jobs are tentative holds. A Pending job is written as tentative with no guests at all — the guest list fills in when the job is confirmed. Google sends no invitation email for a tentative event; once a job is confirmed, Google emails the guests on every create, update and delete. In Outlook, a Pending job shows as Tentative and a confirmed one as Busy, and attendees appear by email address only.

Your own Google and Outlook events flow the other way too: they show in Jobs → Schedule as read-only blocks with a Google or Outlook glyph, and they block Sophiie's availability so she won't book over them.

When events are updated or removed

Updating a job in Sophiie updates its calendar event. Cancelling a job, removing its date and time, or deleting it removes the event — and for a confirmed job the guests get a cancellation notice (a tentative Google event is removed silently). Setting a job back to Pending doesn't delete the event; it becomes a tentative hold and the guests are removed.

Sophiie only ever deletes events she created herself — events you made directly in Google or Outlook are never touched. An event can also be left behind in a few cases: the team member whose calendar holds it has disconnected their calendar or left the organisation, nobody on the job has a connected calendar any more, the member has changed their default calendar since the event was written, or the calendar connection has expired or been revoked.

Disconnecting

Each calendar row at Settings → Account → Calendar has its own disconnect, with a confirmation that spells out what happens. If you try to remove the calendar your bookings are written to while your only other calendars are read-only, Sophiie stops you and asks you to keep at least one calendar she can write bookings to (the message uses your agent's name if you've renamed her). Removing your very last calendar is allowed — Sophiie warns you first that she'll no longer see when you're free or write new bookings until you reconnect. You can also pause, resume or disconnect calendar syncing at Settings → Integrations: find the Google Calendar or Outlook Calendar card, select Manage, then use the buttons in the panel that opens (pause and resume sit in the panel of the provider that holds your bookings calendar).

Disconnecting an individual calendar stops its sync and removes it from clash checking — Sophiie no longer counts that calendar's events when looking for a free slot. Events already in your calendar stay there — they're just no longer updated or managed by Sophiie.

Common Questions

Can Sophiie edit events I created in Google or Outlook?

No. Sophiie sees them (they appear as read-only blocks in Jobs → Schedule and block her availability), but she only creates, updates and deletes events she originated. Edit your own events in Google or Outlook directly.

What permissions does Sophiie ask for?

Google: read access to your calendars, the ability to manage calendar events, and your basic profile. Outlook: read-and-write calendar access plus your basic profile and sign-in details. They're used to sync your bookings and check your availability.

Do Google and Outlook behave differently?

Barely. Both give two-way visibility (your events show in Sophiie, Sophiie's bookings show in your calendar) and one-way editability (Sophiie only manages her own events). The differences are cosmetic: Outlook shows attendees by email only and uses Tentative/Busy, while Google emails guests about changes to confirmed events.

My teammate's jobs aren't landing in their calendar — why?

They probably haven't connected their own calendar — Settings → Account → Calendar is per-person. An owner or admin can check who's connected at Settings → Job bookings → Calendars and email them connect instructions from there.

Need More Help?

If your calendars aren't syncing the way you expect, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.