Scheduled availability is not displaying correctly

Troubleshoot your availability schedule to display times accurately

Updated over a week ago

This guide covers the most common reasons why your scheduling page may not display your available time slots as expected. There are a few settings in your Appointlet account and connected calendar that could be responsible. We’ll address the most common reasons why your scheduling page may be:

  • Showing no availability at all

  • Showing the wrong times

  • Not displaying times that should be available

Check Your Configured Availability

The first place to look is your meeting type availability. Please confirm the following:

  • Time slots are configured accurately: Be sure you’ve assigned the correct start and end times to the appropriate week days or dates.

  • Time zone is correct: Keep in mind your scheduling page will automatically detect the local time zone of anyone viewing the scheduling page and convert the time slots accordingly unless you specify otherwise.

  • Date range is accurate and current: Only future dates will be shown on the scheduling page.

  • Schedules aren’t clashing: If you have more than one availability schedule in place, be sure you’ve prioritized the correct one by dragging it to the bottom of the list, and check to ensure that no available dates are marked “unavailable.”

Review Your Upcoming Meetings

Please check to see if the times you're expecting to see are unavailable due to an existing booking within Appointlet. Keep in mind that Appointlet prevents double bookings by removing times from the scheduling page if:

  • You’re already booked at the date and time in question

  • You’ve reached your maximum meetings per day limit

  • A group meeting type is at capacity

If you can confirm any of the above, you’ll either need to cancel or reschedule the conflicting meeting. If the existing meeting cannot be cancelled or rescheduled, a separate member will need to be assigned to host another meeting concurrently.

Remove or Update Conflicting Calendar Events

If times are not available but you think that they should be, it's often due to busy events in a connected Google or Office 365/Outlook calendar. Begin by identifying the dates and times you’re expecting to see and log into your calendar account to check for the following:

  • Conflicting busy events: Check the date and time in question in your Availability Calendar(s) to see if there is an existing busy event. If so, you'll either need to remove the conflicting event or change it to the "free" calendar event status in the calendar event details.

  • All-day or multi-day events: You'll find multi-day events located at the top part of your calendar, as a horizontal bar in the weekly view. Appointlet users often forget that a multi-day event marked as "busy" will make that entire span of time unavailable on the scheduling page.

  • Make sure you’ve granted the appropriate permissions: When you first connect a calendar account to Appointlet, you’ll be prompted to grant Appointlet permission to access the required calendar settings and information. If you’re unsure whether you’ve granted the correct permissions, please disconnect your calendar, clear your browser cache, and then reconnect so that you can grant permission to integrate fully.

  • Appropriate availability calendars are selected: Sometimes people deselect the email calendars on the checklist and as a result, they don't realize that they have busy events in the email calendar. See the screenshot example below for clarification.

This is what Gmail's subcalendars look like. As you can see here, some calendars are not checked and so any events that exist on them will be hidden from view until they are selected:

If you’re using an Office 365 or Outlook calendar, there are a few other settings to look out for. Please check the following:

  • You’re using a modern, up-to-date browser: We recommend using either Google Chrome or Firefox.

  • You’re using the latest version of Office 365/Outlook: Older versions of these products like Outlook 2016 use an outdated API and may not connect properly with Appointlet.

  • User Consent is Enabled: User consent must be enabled in the admin panel within Office 365 to allow Appointlet to interface with your calendars. If you are not the admin for your Office 365 account, please consult the admin or IT lead so they can enable this for you.

  • 2FA/MFA updates: If your calendar account administrator turns on 2FA (Two-factor or Multifactor Authentication) it will break any existing email calendar integrations with third party providers like Appointlet. Simply have your team log back in and reconnect the calendar if this happens. No additional reconfiguration is required.

  • Appointlet and your calendar are synced: If you are logged into on the browser and cannot integrate at Appointlet, try logging out of and refreshing the Appointlet page. This has been known to fix some edge cases.

Correct Conflicting Scheduling Rules

People often forget to check their meeting type settings for availability conflicts. Navigate to the Scheduling Rules tab of your meeting type editor to find a list of settings that can impact your availability schedule. Here are a few areas where you can get into trouble if you're not paying close attention:

  • Required Notice: If you have Required Notice set up for a meeting type, check whether they would be responsible for the scheduling conflict. Remember, minimum notice means "you can't book sooner than x" and maximum notice means "you can't book more than x in advance".

  • Buffers: If you have pre-meeting and/or post-meeting buffers on a meeting type, it can interfere with your schedule. For example, if you have a one-hour meeting with 20 minute buffers on both ends, then that meeting will actually consume one hour and 40 minutes on your scheduling page calendar. If a time slot on your scheduler is consumed by one of these buffers, the time will not show up. as buffers block out overlapping time slots entirely.

  • Maximum meetings per day: If a team member has already reached or exceeded this number of bookings for the day, no more times will be available for it.

  • Maximum attendees per meeting: If you have a maximum set and already have hit that limit, the time will no longer show on your scheduler.

  • Check Host Assignment: If multiple team members are enabled in the Host Assignment tab, it could be that there are busy events in their calendar that you don't have visibility of. To find out, you can temporarily remove members from the list and use Save & Preview to pinpoint the offending calendar.

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