Allfred's calendar integration brings your calendar events into the planner, so meetings and time blocks you create in Google Calendar or Outlook automatically appear in Allfred — ready to be turned into allocations.

The sync runs one direction only: from your calendar into Allfred. Allfred reads your calendar and reflects changes, but actions you take in Allfred (editing or deleting an allocation) do not affect the original calendar event.

One important thing to understand upfront: the sync is per user. Each person connects their own calendar account. If a colleague hasn't connected their calendar, events won't sync for them — regardless of whether you have the integration active.

Each person connects their own calendar in their personal Allfred settings.

⚠️ Admins cannot connect calendars on behalf of other users. Every team member who wants the sync active needs to go through this themselves.

When a new event appears in your connected calendar, Allfred picks it up and shows it in the planner as an imported event — visually distinct from regular allocations.

Unaccepted events still affect capacity. Even before you accept an imported event, it blocks that time in the planner. This prevents colleagues from scheduling work in time slots you already have occupied in your calendar — for example, a meeting you haven't gotten around to accepting yet.

Once you accept an event and link it to a task, it becomes a full allocation and appears in reports.

What syncs automatically after import:

⚠️ If you edit an allocation directly in Allfred (for example, add a personal note) and then the original calendar event is updated afterwards, the calendar change will overwrite what you edited in Allfred. This applies even to accepted allocations — the planner always reflects the current state of the calendar event. The exception is the linked task — that is never overwritten by calendar updates.

If you block time in your calendar for a holiday, day off, or any other absence, you can import it directly as time-off in Allfred.

Once saved, the time-off reduces your available capacity in the planner — the same way a manually created time-off allocation would.

When an event has multiple participants or recurrences, clicking the green checkmark (✓) first asks how you want to accept it:

After choosing, a modal opens where you:

💡 If you have a recurring event with only one participant — for example, a personal holiday blocker — you'll still see both buttons. In that case, click Accept for all to accept the full series.

Allocations are created for every team member who has their calendar connected, all with the same task. Participants without the integration appear in the event's participant list for reference, but no allocation is created for them automatically. You can create one for them manually in the planner.

If some team members have already accepted the event individually before you use Accept for all, they are skipped — their existing allocation is kept as-is. The same applies to anyone who has already declined: they won't be included when you accept for all. Accept for all only acts on team members who haven't made a decision yet.

If you originally accepted a single-day event and it is later updated in the calendar to become a recurring series, the new occurrences will not be accepted automatically. You'll need to accept them manually. However, the task you used for the first occurrence will be pre-filled, so you don't have to select it again.

Any team member can switch the linked task on their own allocation after import, unless the event was imported using Accept for all — in that case the task is shared and fixed for all participants.

⚠️ If someone has already used Accept for all on an event, you cannot change the task afterwards. To use a different task, delete the allocation and re-import the event using Accept for this user.

⚠️ When you change the task on an individually imported allocation, it disconnects from the calendar sync. Future changes to the original calendar event will no longer update this allocation. You'll see a warning before confirming.

💡 Tracked time logged against an allocation is never deleted automatically — even if the allocation itself is removed. Time entries remain in your Time reports.

Outlook handles event deletion slightly differently. In some cases, deleting an event in the Outlook calendar is not enough on its own — the event may continue to show in Allfred. To make sure the allocation is removed from the planner, you need to do both:

Only after both actions will the allocation disappear from the Allfred planner.

Recurring events (weekly stand-ups, regular client calls, etc.) are fully supported. Each occurrence is treated individually, so you can edit or delete single instances without affecting the rest of the series.

I imported an event for all, but one person had already imported it themselves. Will they get a duplicate?

No — Allfred detects that an allocation already exists for that person and skips creating a second one.

A team member declined the meeting in their calendar, but their allocation is still showing in Allfred.

This happens when that person doesn't have Allfred's calendar integration active. Allfred can only detect calendar actions for connected users. If someone isn't connected, they'll need to remove the allocation in Allfred manually.

I changed the time on a recurring meeting, but only some allocations updated.

Check whether you edited "this event" or "all events" in your calendar. If you changed only one occurrence, only that day's allocation updates in Allfred.

I edited an allocation in Allfred, but then it changed back.

If the original calendar event was updated after your edit in Allfred, the calendar change overwrites what you had in Allfred. Changes always flow from the calendar. The only exception is the linked task — that is preserved even when the calendar event is updated.

Does every team member need to connect their own calendar?

Yes. A traffic manager or admin cannot connect calendars on behalf of others. Each person needs to complete the setup in their own Allfred account.

The meeting link from my calendar event isn't showing on the allocation.

Meeting links appear in the allocation detail — click on the allocation to open it. You'll find a Join meeting button to join directly and an Event button that links back to the original calendar event.