Connect or disconnect a calendar

What connecting a calendar does

A Google or Microsoft connection lets ctScheduling™ do three things for you:

• Check when you're busy. Before ctScheduling™ offers anyone a time, it checks your connected calendar, and any shared calendars you add, to see which times are taken. It sees that a time is busy, not what the meeting is about.
• Show your agenda. The My Tasks page can show your upcoming events next to your tasks. To do that, ctAgencySuite™ reads the title and time of your events, up to 31 days ahead. They are shown only to you, held in server memory for up to 10 minutes, and not saved.
• Create and manage the meetings it books. When you finalize a meeting or approve a booking request, ctScheduling™ creates the calendar event, invites the people on the meeting, and attaches the online meeting link. If you later cancel the meeting, it removes that event.

How to connect

The steps are the same for every provider:

1. Sign in to ctAgencySuite™.
2. Click your name at the top of the page to open your Profile.
3. Scroll to Connected calendars.
4. Click + Add account next to Google Calendar, Microsoft Outlook + Teams, or Zoom.
5. The provider's own sign-in page opens in a new window. Sign in with the account you want to use.
6. Review the permissions the provider shows you and choose Allow (or Accept). Nothing is connected if you decline.
7. Back in ctAgencySuite™, the account now shows under that provider. If it doesn't, click Refresh.

If Connected calendars shows Available with ctScheduling instead of the Add account buttons, ctScheduling™ hasn't been turned on for you yet. Ask your agency's administrator to enable it.

Google Calendar

Click + Add account next to Google Calendar and sign in with your Google account. Google shows the permissions being requested. Approve them and you're connected.

To add a Google Meet link to a meeting, choose Google Meet (create automatically) under Video conferencing when you finalize the meeting or approve a booking request.

Microsoft 365 / Outlook and Microsoft Teams

Click + Add account next to Microsoft Outlook + Teams and sign in with your work, school, or personal Microsoft account. Microsoft shows a consent screen listing the permissions being requested. Approve it and you're connected.

To add a Teams link to a meeting, choose Microsoft Teams (create automatically) under Video conferencing when you finalize the meeting or approve a booking request.

Zoom

Connecting Zoom lets ctScheduling™ create the Zoom meeting for you, so the join link is on the email and calendar invite with no copying and pasting.

Add Zoom

1. In ctAgencySuite™, open your Profile (click your name at the top of the page) and scroll to Connected calendars.
2. Click + Add account next to Zoom.
3. Sign in to Zoom. Zoom shows what is being requested: creating and deleting meetings on your Zoom account, and reading your name and email so the connected account is labeled correctly. Choose Allow.
4. Your Zoom account now shows under Zoom on your Profile.

Use Zoom

1. In ctScheduling™, when you finalize a meeting or approve a booking request, choose Zoom (create automatically) under Video conferencing. If that choice is greyed out, Zoom isn't connected on your Profile yet.
2. ctScheduling™ creates the meeting on your Zoom account, using the meeting's title and time, and puts the join link on the email and calendar invite. You don't need a calendar connected for this. Connecting Google or Microsoft as well also puts the meeting on your own calendar.
3. Waiting room, passcode, and every other meeting setting come from your own Zoom settings.
4. If you cancel the meeting in ctScheduling™, the Zoom meeting is deleted too.

Remove Zoom

• In ctAgencySuite™: Profile → Connected calendars → click Disconnect next to your Zoom account and confirm. ctAgencySuite™ ends its access at Zoom and deletes its stored copy.
• From Zoom: go to marketplace.zoom.us/user/installed, find ctAgencySuite, and remove it. ctAgencySuite™ deletes what it stored for you as soon as Zoom tells it.

Zoom meetings that were already created stay on your Zoom account.

How to disconnect

You can end a connection at any time, in either of two ways.

Option 1 — In ctAgencySuite™

1. Open your Profile and scroll to Connected calendars.
2. Find the account you want to remove.
3. Click Disconnect and confirm.

ctAgencySuite™ deletes its stored copy of the credential right away. For Google and Zoom it also ends the access at the provider. For Microsoft it cannot remove the permission on Microsoft's side — to clear it there too, use Option 2.

Option 2 — At the provider, without involving us

What happens after you disconnect

• ctScheduling™ stops checking that calendar for busy times and stops creating events on it, right away.
• The stored access credential is deleted. See Part III, Section 5 of our Privacy Policy for the retention detail.
• Meetings already on your calendar stay there, and they are yours — keep them, edit them, or delete them as you like.
• Your booking links keep working, but they no longer check that calendar, so they can offer times when you're busy. Reconnect, or turn the link off until you do.
• Your agenda on the My Tasks page stops showing that calendar's events.
• Reconnecting later is the same steps as connecting the first time.

If you would also like the scheduling records deleted from your CozziTech account, email privacy@cozzitech.com and we'll take care of it.

Troubleshooting

"Your administrator needs to approve this app"

Your organization requires admin approval for third-party apps. Use the request option on the consent screen if one is offered, or ask your IT administrator to approve it. This is a setting on your organization's side, not something we can change.

My booking link offers times I'm not actually free

Open your Profile → Connected calendars. Make sure the calendar holding those commitments is connected, or added under Calendars for that account. Also check that the account isn't flagged — an account with a problem shows its status in red next to it. To fix it, click Disconnect, then + Add account again.

Meetings aren't getting a Zoom, Teams, or Meet link

The link comes from the Video conferencing choice you make when you finalize a meeting or approve a booking request — not from the connection alone. Choose the provider there. If the choice is greyed out, that account isn't connected on your Profile.

The connection stopped working on its own

Providers end access when a password changes, when an administrator changes a policy, or after a long period of disuse. The account's status shows in red on your Profile. Click Disconnect, then + Add account again — it takes the same minute it did the first time.

Still stuck? Contact support