Integration: Calendar
Calendar sync for resources
Neurobots connects the resources of your business, such as staff members, rooms or equipment, to the calendar they already use: Google Calendar, Microsoft Outlook or Microsoft 365, Apple iCloud and other CalDAV calendars, or an .ics link. Busy time in that calendar blocks the matching booking slots, so neither the AI employee nor your team books the same time twice. Every booking appears as an event in the selected calendar. If such an event is moved or deleted there, an administrator reviews the change before the booking changes.
Key facts
- Google Calendar, Microsoft Outlook / Microsoft 365, Apple iCloud and other CalDAV servers, .ics links (read-only)
- Busy time in the external calendar blocks booking slots in Neurobots
- Bookings appear as private events without attendees in the selected calendar
- Changes made in the external calendar are reviewed by an administrator as a change request
- From other events Neurobots uses only timing information, never titles or content
Updated: October 2026
How the sync works
Connect the calendar
An administrator, or the staff member the resource belongs to, connects the calendar in the Neurobots admin area: for Google and Microsoft by signing in with the provider, for Apple iCloud and other CalDAV servers with an app-specific password, for .ics with the link. They then choose which calendars count as busy and which calendar bookings are written to.
Busy time blocks booking slots
Neurobots syncs the calendar at least every five minutes. Busy time blocks the matching booking slots of the resource, for the AI employee and for your team alike. For Google and Microsoft, Neurobots also checks current availability at the moment a booking is made.
Bookings appear as events
Every booking is written as an event to the selected calendar and updated when the booking changes in Neurobots. The event is marked private and has no attendees; no invitations are sent. For .ics links only busy time is read; bookings are not written there.
An administrator reviews changes
If someone moves or deletes a booked event in the external calendar, Neurobots does not change the booking by itself. It creates a change request that an administrator approves or rejects, so the booking stays as agreed until someone changes it deliberately.
Supported calendars
Google Calendar
Sign in with Google. Neurobots reads the calendar list, the timing of events in the selected calendars and current availability, and writes bookings as events.
Microsoft Outlook and Microsoft 365
Sign in with Microsoft. Same scope as Google: calendar list, busy time of the selected calendars, current availability at booking time, bookings as events.
Apple iCloud and CalDAV
Connected with an app-specific password that you create at Apple and can revoke at any time. Nextcloud, Fastmail, Yahoo, Zoho and other CalDAV servers can be connected too.
.ics links
A published calendar link, for example from Airbnb, Booking.com or a shared calendar. Read-only: busy time blocks booking slots, bookings are not written there.
Which calendar data Neurobots uses
Neurobots needs access to your calendar for exactly two reasons: to see when a resource is busy, and to write bookings as events. The feature uses calendar data for nothing else.
- From events that Neurobots did not create, only timing information: start, end, all-day, busy or free, cancelled or declined. Titles, descriptions, locations and attendees are not stored, and from Google they are not even requested.
- In the event for a booking, Neurobots writes the service name, the customer's first name and last-name initial, and the booking note without phone numbers or email addresses.
- The email address of the connected account and the list of its calendars, so that you can choose the calendars.
- The AI employee sees only free time slots and, if a requested time is taken, the start and end of the busy period, never the content of an event.
- Credentials are stored encrypted with AES-256-GCM on servers in Germany. When the connection is removed, Neurobots deletes them together with all stored busy time.
- No advertising, no selling, no profiling and no training of AI models with calendar data.
All details are in the calendar data privacy notice, which supplements our privacy policy.
Neurobots Calendar's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
Frequently asked questions about calendar sync
Can Neurobots see what my events are about?
No. From events that were not booked through Neurobots, Neurobots uses and stores only the start, the end and whether the time is busy. From Google Calendar, titles and descriptions are not requested at all. For Microsoft, iCloud, CalDAV and .ics the retrieval cannot technically be limited that way; there such content is discarded immediately.
What happens if I move a booked event in Google Calendar or Outlook?
Neurobots does not change the booking automatically. It creates a change request that an administrator of your business approves or rejects.
Who can connect a calendar?
An administrator of your business who is allowed to manage bookings, or the staff member the resource belongs to.
How do I disconnect a calendar?
In the admin area, on the resource. Neurobots then immediately deletes the credentials, the calendar list and all stored busy time; for Google the granted access is also revoked. You choose whether the events Neurobots created are deleted as well. You can also remove access at Google, Microsoft or Apple at any time.
Google Calendar is a trademark of Google LLC. Microsoft Outlook and Microsoft 365 are trademarks of Microsoft Corporation. Apple and iCloud are trademarks of Apple Inc. The names only describe the technical connection.
Bring calendars and bookings together
In a demo we show how busy time from your calendar blocks booking slots and how bookings appear in your calendar.