WhenToMeetWhenToMeet

Connect multiple Google Calendars (Plus)

WhenToMeet can connect multiple Google Calendar accounts (work, personal, team) to give you a complete view of your availability and prevent double-booking. You can also choose which calendar receives new events.

Note: Connecting multiple Google accounts is a Plus feature.

What it does (and doesn't) do

  • Calendar Overlay: Shows your existing calendar events as colored blocks on the scheduling interface
  • Availability Aggregation: Automatically blocks times when you're busy in any connected calendar
  • Flexible Selection: Choose which calendars to use for availability checking (up to 8 calendars)
  • Output Calendar: Choose which calendar receives new events created through WhenToMeet
  • Real-time Updates: Calendar events refresh every 30 seconds to stay current
  • Does not "sync" events between calendars; your existing events stay where they are

Set up

  1. Go to Settings → Calendar
  2. Click Connect Google Calendar and complete the OAuth flow
  3. Repeat to add additional Google accounts (each account can have multiple calendars)
  4. Enable Calendar Overlay: Toggle "Show calendar overlay" in the scheduling interface
  5. Select Input Calendars: Choose which calendars to use for availability checking (up to 8)
  6. Choose Output Calendar: Select which calendar receives new events

Tip: If you see a permissions warning, reconnect from the Bookings page.

Calendar Overlay

  • Visual Integration: Your existing calendar events appear as colored blocks on the scheduling calendar
  • Real-time Updates: Events refresh every 30 seconds to show the latest information
  • Conflict Prevention: You can see at a glance when you're already busy
  • Toggle Control: Enable/disable the overlay in the scheduling interface

How availability aggregation works

  • We call Google's FreeBusy API for each selected connection and combine the results
  • If any connected calendar is busy, that time is blocked on your booking page
  • Custom availability rules and buffers still apply on top of calendar busy times
  • You can select up to 8 calendars for availability checking

Choosing an output calendar

  • Pick one calendar (from any connected account) as the destination for confirmed bookings
  • Your last used output calendar becomes the default for future events
  • You can change this in Settings → Calendar at any time
  • Each event is created in only one calendar (no multi-calendar sync)

Troubleshooting

  • "Already connected" error: You've linked this Google account before. Use Settings → Calendar to manage existing connections.
  • Calendar overlay not showing: Make sure you've enabled "Show calendar overlay" in the scheduling interface.
  • Availability looks wrong: Ensure all relevant calendars are selected for availability checking and that the correct output calendar is selected.
  • Calendar events not updating: Events refresh every 30 seconds. If they're still not current, try refreshing the page.
  • Permissions error: Reconnect your Google calendar from Settings → Calendar, or sign in again.
  • Connection shows error status: Click "Refresh" to renew the OAuth tokens for that connection.

Mobile Experience

For the best mobile experience with multiple calendar management, consider adding WhenToMeet to your home screen for quick access to your calendar settings and booking pages.

Was this page helpful?