Help & Support

How do I connect my personal and UI calendars?

written by
JP Allen
Last updated:
April 7, 2020

Our platform allows the project owner to connect a Google or Outlook calendar with the active project schedule.

Feature Benefits

  • See availability from your Google/Outlook calendar inside your User Interviews projects.
  • View tentative and/or booked sessions on your calendar.
  • Invite collaborators to connect their calendars, so you can find times that work for your whole team.

In This Article

  • Connect your calendar
  • Syncing direction
  • Viewing options
  • Frequently asked questions

Connect Your Calendar

First, head to the Manage availability section of the project workspace and click Connect your calendar on the right.

If one of your teammates has connected their calendar with a project they launched in the past, you’ll be able to see their availability without having to invite them first. More about team calendars here.

You'll be asked to select the type of calendar you want to connect. We support Google and Outlook 365 calendars.

Once you select your calendar type, you'll be asked to sign in to your Google or Outlook account.

Give the system a minute to do its work. You might see the following screen briefly:

Once your calendar is connected, you'll be redirected back to your project. You'll see a confirmation alert at the top of the screen, your name will appear in the list of connected calendar, and any events from your calendar will appear on the project calendar, labeled and colored to match your name.

Click anywhere on the calendar to add a research session!

Syncing Direction

If you need to add, edit, or remove a session, be sure to do this within the UI platform.

Connecting your calendar pushes sessions from our app to your Google or Outlook calendar—not the other way around. Adding, deleting, or rescheduling a session can only be done from within the User Interviews app.

Viewing Options

Once your calendar is connected, all confirmed sessions (sessions with participants scheduled) in User Interviews will automatically get pushed to your personal calendar.

If you'd also like to see unconfirmed sessions your Google or Outlook calendar, toggle the "Show unconfirmed sessions on my calendar" switch in the calendar sidebar.

You can also choose to automatically invite collaborators to confirmed sessions (full details here).

Frequently Asked Questions

What type of calendar can I connect?
We are able to connect with Google Calendar or Outlook 365.

Can I connect multiple calendars?
You can connect one calendar per User Interviews account. Invite teammates to your project to view their connected calendars and coordinate session times.

Can participants see my calendar? 
No; participants will only be able to see the schedule of available sessions you create.

If I update my Google or Outlook calendar, will the UI platform automatically update? 
Yes. Changes you make to your connected calendar will automatically update your availability in the User Interviews project calendar (you might need to refresh the page). Important notes:

  • Please only add/edit/delete User Interviews sessions inside our app—not in your Google or Outlook calendar. Changing calendar events created by User Interviews outside of the app can cause errors in the connection.
  • That said, feel free to edit the event descriptions for User Interviews sessions in your Google or Outlook calendar (for instance, to add a link to a prototype or a notes document). This can be especially handy for sharing information with any collaborators invited to the session; participants won't see any of the information in your connected calendar events.

What permissions does User Interviews need in order to connect my calendar?
The User Interviews app only accesses your connected calendar in a limited number of ways, for a limited set of purposes:

  • to create and delete calendar events for User Interviews sessions
  • to display your availability (but not individual event names) on active project calendars inside User Interviews to you and collaborators you invite
  • to send calendar invitations to you and (optionally) to collaborators you invite
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