Two-Way Sync with Google or Outlook Calendar

Connecting your Google or Outlook calendar to Dental Marketing Tool keeps your schedule in one place: appointments booked through the platform show up in your personal calendar automatically, and any time you mark as busy there is blocked so patients cannot book over it.

How the Two-Way Sync Works

Once connected, the sync runs in both directions. When a patient books through your booking link or website widget, a calendar event is created in your Google or Outlook calendar immediately. When you add a personal event or block time directly in Google or Outlook, those time slots are treated as unavailable in your booking calendar. No one on your staff needs to manually update two places.

Before You Connect

Make sure you have the following ready:

• A Google or Microsoft account that you actively use for your personal or work calendar.
• At least one booking calendar already set up in Dental Marketing Tool. If you have not done that yet, start with Creating Your First Booking Calendar.
• Admin or manager access in Dental Marketing Tool. Staff with limited roles may not see the integration settings.

Step 1: Connect Your Google or Outlook Account

Before you can link a calendar, the platform needs permission to read and write to your Google or Microsoft account. If you have already done this, skip to Step 2.

1. Open the main menu and click Integrations.
2. Find the Google or Outlook / Microsoft card and click Connect.
3. A sign-in window will open. Log in with the account whose calendar you want to sync, and accept the permissions when prompted.
4. Once the connection is confirmed, you will see the account listed as active on the Integrations page.

Step 2: Enable Sync on a Specific Calendar

Connecting your account does not automatically sync every calendar. You choose which booking calendar gets linked and to which external calendar the events are written.

1. Go to Calendars in the main menu and open the calendar you want to sync.
2. Click Edit Calendar, then scroll to the Calendar Sync section.
3. Under Sync with External Calendar, choose Google or Outlook from the dropdown. The accounts you connected in Step 1 will appear here.
4. Select the specific calendar within that account where new appointments should be created (for example, your primary calendar or a calendar named "Work").
5. Turn on Check for Conflicts if you want busy time in your personal calendar to block patient bookings. This is on by default and is strongly recommended.
6. Click Save.

What Gets Synced

• New bookings: Every appointment booked through Dental Marketing Tool creates an event in your external calendar with the patient name, appointment type, and time.
• Cancellations and reschedules: When you cancel or move an appointment in the platform, the external calendar event is updated or removed to match. See Rescheduling, Canceling, and No-Shows for how to handle these from the dashboard.
• Busy blocks from your personal calendar: Any event marked as busy in Google or Outlook is read by the platform and treated as unavailable. All-day events and blocked ranges are included.

Disconnecting or Switching Accounts

If you need to unlink a calendar or switch to a different Google or Microsoft account, go to Integrations, find the connected account, and click Disconnect. Existing appointments already on your calendar will not be deleted, but new bookings will no longer sync until you reconnect. You can then repeat Steps 1 and 2 with the new account.

Once your calendar sync is active, consider reviewing your office hours and availability settings to make sure the times patients can book online match your actual schedule. If multiple providers share the same platform account, team and round-robin calendars let each provider connect their own external calendar individually.