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Calendar Integration

Connect your Google Calendar or Microsoft Outlook calendar to keep your Voila schedule in sync with your external calendar. Students will see your real-time availability, and new lessons are automatically added to your calendar.

Supported Providers​

ProviderVideo link createdSync direction
Google CalendarGoogle MeetTwo-way (read + write)
Microsoft OutlookMicrosoft TeamsTwo-way (read + write)

You can only connect one calendar provider at a time. To switch providers, disconnect the current one first.

Connecting Google Calendar​

  1. Go to Settings → Integrations (or Scheduling → Connect Calendar).
  2. Click Connect Google Calendar.
  3. Sign in with your Google account and authorise Voila to access your calendar.
  4. Once connected, your calendar syncs automatically.

Connecting Microsoft Outlook​

  1. Go to Settings → Integrations.
  2. Click Connect Outlook Calendar.
  3. Sign in with your Microsoft account and authorise Voila to access your calendar.
  4. Once connected, your calendar syncs automatically.

What Happens When Connected​

Automatic Sync​

Your external calendar is synced every 5 minutes. Events on your calendar are detected and used to determine your availability.

Busy Time Detection​

Any non-cancelled event on your connected calendar counts as busy. Students cannot book lessons during times that overlap with your calendar events.

Lesson Creation​

When a lesson is created on Voila:

  • Google Calendar: the lesson appears on your Google Calendar with a Google Meet link attached.
  • Outlook: the lesson appears on your Outlook calendar as a Teams meeting.

Backfill on Connect​

When you first connect your calendar, existing future Voila lessons are automatically added to your external calendar.

Calendar-to-Voila Sync​

If a calendar event matches a Voila lesson (based on the student's email and timing), changes sync back:

  • Events created in your external calendar can appear as lessons on Voila when the attendee email matches a student in your student list.
  • Deleting or cancelling an event in your external calendar cancels the corresponding Voila booking.

How Availability Works for Students​

When a student views your booking page, your availability is calculated from three sources:

  1. Weekly availability slots — the days and times you have marked as available (set in Scheduling → Weekly Availability or your Profile).
  2. Calendar busy times — events from your connected calendar that block time.
  3. Existing bookings — confirmed Voila lessons and pending booking requests.

A time slot is available only if it falls within your weekly availability and does not overlap with any calendar event or existing booking.

Booking Window​

Students can book up to 14 days in advance. Availability beyond that window is not shown.

Weekly Availability Required​

Even with a calendar connected, students can only book during your defined weekly availability hours. Calendar integration adds busy-time blocking on top of your availability schedule — it does not replace it.

Calendar-Driven Cancellations​

If you delete or cancel a synced lesson event from your external calendar:

  1. The corresponding Voila booking is automatically cancelled.
  2. If the student paid via Stripe Connect, they are refunded automatically.
  3. The student receives a cancellation notification.

This works for both Google Calendar and Outlook.

Troubleshooting​

Token Expired​

If your calendar connection stops syncing, the authentication token may have expired. Go to Settings → Integrations and reconnect your calendar by signing in again.

Sync Delays​

Calendar events sync every 5 minutes. If a recently added event does not appear immediately, wait a few minutes and check again. You can also trigger a manual sync from Scheduling.

Switching Providers​

You cannot have both Google Calendar and Outlook connected simultaneously. To switch, disconnect the current provider in Settings → Integrations, then connect the new one.