What is Calendar Sync?
Calendar Sync sends the jobs you’re assigned to in Albi to your own Google Calendar or Outlook Calendar. When a job is added, rescheduled, moved to a new address, or deleted in Albi, your calendar updates on its own, usually within a minute.
Nothing is sent to anyone else. No invites or emails go out to customers, crews, or teammates. Each job simply appears in your own calendar.
- One way only: Albi updates your calendar. Changes you make to an event in Google or Outlook are not sent back to Albi.
- Only your jobs: You’ll see the jobs you’re assigned to, not every job in your company.
- Your own account: Each person connects their own Google or Microsoft account. Outlook works with work or school Microsoft 365 accounts and with personal Outlook.com or Hotmail accounts.
- Google and Outlook together: If your company has both turned on, you can connect both. Your jobs then go to both calendars.
Connecting from your phone? See Google Calendar Sync on Mobile or Outlook Calendar Sync on Mobile.
Before you start
- Availability: Calendar Sync must be turned on for your company, with Google Calendar, Outlook Calendar, or both. If you don’t see a Calendar tab under Manage Profile, or you don’t see the calendar you use, contact Albi Support.
- After it’s turned on: Log out of Albi and log back in. Nothing new appears until you do.
- Work or school Microsoft accounts: Your organization’s IT admin may need to approve Albi Calendar before you can connect Outlook. See IT admin approval below.
- Mobile app: You can also connect from the Albi mobile app. It’s the same connection, so connect on your phone or your computer, not both.
Connecting Google Calendar
- Go to Manage Profile, then the Calendar tab.
- Next to Google Calendar, click Connect.
- Sign in with the Google account you want to use.
- Google shows a permissions screen with checkboxes. Select every checkbox, then continue. If any box is left unchecked, the connection won't work.
- You're brought back to Albi. The Google Calendar row now shows Connected with your Google email address.
Connecting Outlook Calendar
- Go to Manage Profile, then the Calendar tab.
- Next to Outlook Calendar, click Connect.
- Microsoft’s sign-in page opens. Sign in with the Microsoft account you want to use. If you’re already signed in to Microsoft in that browser, Microsoft may skip this step and use that account. Microsoft’s page shows which account it’s using.
- Microsoft asks you to let Albi Calendar use your calendars. Click Accept. If Microsoft says it needs admin approval instead, see IT admin approval below.
- You’re brought back to Albi. The Outlook Calendar row now shows Connected with your Microsoft email address.
Connecting from the Scheduler
If you haven't connected yet, a Sync your calendar banner appears at the top of the Scheduler page. Click Connect on the banner, then follow steps 3 to 5 for your calendar above. You can close the banner with the X if you'd rather connect later.
After you connect
- A new calendar named Albi: Albi creates a calendar called Albi in your Google or Outlook account and adds your jobs there, so work stays separate from personal events. If your Outlook account already has a calendar called Albi, Albi uses that one.
- Upcoming and repeating jobs: Albi adds your upcoming jobs and repeating jobs. Jobs that already happened are not added.
- A few minutes to finish: The first sync takes a few minutes. While it runs, the row shows Sync In Progress.
Tip: If you don’t see your jobs, make sure the Albi calendar is turned on: in Google Calendar, check it in the calendar list on the left; in Outlook, check it under My calendars.
If the connection doesn't work
Google Calendar
|
What you see |
What it means |
What to do |
|---|---|---|
|
"Invalid or corrupt request" |
Not every checkbox was selected on Google's permissions screen |
Click Connect again and select every checkbox |
|
You're back on the Calendar tab and nothing changed |
Cancel was clicked on Google's screen |
Click Connect again |
|
"This email is already connected." |
Another Albi user has already connected this Google account |
See One account per user below |
Outlook Calendar
| What you see | What it means | What to do |
|---|---|---|
| You’re back on the tab and nothing changed | Cancel was clicked on Microsoft’s page, or the sign-in didn’t finish | Click Connect again and finish every step, including Accept |
| “Your organization’s IT admin has to approve Albi Calendar before you can connect Outlook. Ask them to approve it, then connect again.” | Your work or school account doesn’t let staff approve apps | See IT admin approval below |
| “Invalid or corrupt request” | Something went wrong while finishing the connection | Click Connect again. If it keeps happening, contact Albi Support |
| “We could not complete the authorization. Please try again.” | A short problem on Microsoft’s side | Wait a minute, then click Connect again. If it keeps happening, contact Albi Support |
| “This Outlook account can’t be synced with Albi. Ask your IT admin or Albi support for help.” | Albi couldn’t create its calendar in that account | Try once more. If it still shows, contact Albi Support |
| “This email is already connected.” | Another Albi user is already using that Microsoft account | See One account per user below |
| “Your calendar is connected to a different Microsoft account. Disconnect it first, then connect again.” | You clicked Reconnect and signed in with a different Microsoft account | Reconnect with the same account, or disconnect first and then connect the new one |
| “We’re still removing your Albi events from the old calendar. Try again in a few minutes.” | You just disconnected and Albi is still removing old events | Wait a few minutes, then connect again |
| “Sorry, you don’t have the necessary permissions to perform this action.” | Outlook Calendar isn’t turned on for your company | Log out and back in. If it still shows, contact Albi Support |
IT admin approval (work and school Microsoft accounts)
Some organizations don’t let staff approve apps on their own. If yours is one of them, nobody there can connect Outlook until your IT admin approves Albi Calendar. Microsoft may show a “Need admin approval” page first.
- Once for everyone: Your IT admin approves it once for the whole organization. After that, everyone there can connect.
- Getting it approved: Contact Albi Support and we’ll send you an approval link for your IT admin. They open it, sign in with their Microsoft admin account, and click Accept. They don’t need an Albi login.
- When it works: Your IT admin sees a page saying Albi Calendar is approved for your organization. Then go back to Manage Profile, then the Calendar tab, and click Connect again.
- What Albi can see: Albi Calendar only gets your calendars and your basic profile (name and email address). It can’t read your email.
- Personal accounts: Outlook.com and Hotmail accounts never need this.
What shows up in your calendar
| Synced to your calendar | Not synced to your calendar |
|---|---|
| Jobs you’re assigned to | Jobs you created but are not assigned to |
| Job title | Job notes or description |
| Date and time (or all-day) | Other people assigned to the job |
| Job address | Photos, files, or project details |
| Repeating jobs, as a repeating event | Changes you make in Google or Outlook |
- Shown as free: Albi events are marked as free in both Google and Outlook, so they won’t block your calendar when someone books a meeting with you.
- Your usual reminders: Reminders work the way they normally do for that calendar.
- A few repeating jobs in Outlook: A few unusual repeat patterns can’t be shown in Outlook. Those jobs won’t appear there.
When a job changes in Albi
Changes usually show up in your calendar within a minute. You don't need to keep Albi open.
|
When someone in Albi... |
In your calendar... |
|---|---|
|
Creates a job and assigns you |
The event appears |
|
Adds you to an existing job |
The event appears |
|
Changes the title, date, time, or address |
The same event updates (no duplicate) |
|
Deletes the job |
The event is removed |
|
Removes you from the job |
The event is removed from your calendar only |
|
Changes one day of a repeating job |
That day shows as its own event; the rest of the series stays the same |
|
Deletes one day of a repeating job |
That day is removed; the rest of the series stays |
|
Deletes a repeating job from a certain day on |
The series in your calendar ends on that day too |
Choosing a different calendar
By default, your jobs go into the Albi calendar. You can send them to any calendar in your own Google or Microsoft account that you have permission to edit instead.
- Go to Manage Profile, then the Calendar tab.
- Choose a calendar from the Calendar dropdown on the Google Calendar or Outlook Calendar row. Your main calendar is labeled (Default).
Existing events don't move right away. New jobs go into the calendar you picked immediately. Jobs already in your calendar move over the next time each job is changed in Albi. If you still see some jobs in the old calendar after switching, that's expected.
Outlook: Calendars other people shared with you aren’t in the list. If the Calendar line shows No Data Found instead of a dropdown, Albi couldn’t reach Outlook just then. Reload the page.
Syncing manually
You’ll find these options on the Google Calendar or Outlook Calendar row of the Calendar tab. Each calendar has its own Sync now.
- Sync now: In the ⋮ menu. Sends all of your upcoming jobs to your calendar again. Use it when your calendar looks out of date. If you click it twice within a minute, you'll see "A sync was just requested. Please wait a moment before trying again."
- Sync In Progress: A sync is still running. Give it a few minutes.
- Last sync: When Albi last updated your calendar. No Data Found means nothing has been sent yet.
Reconnecting your calendar
If a calendar shows Reconnect required, or you see a Calendar sync expired banner on the Scheduler page, Google or Microsoft has stopped letting Albi update your calendar. This usually happens when Albi’s access was removed in your Google or Microsoft account, or by your IT admin. Nothing updates in your calendar until you reconnect.
- On the Calendar tab, open the ⋮ menu on that calendar’s row and click Reconnect. The banner’s Reconnect button takes you to the Calendar tab.
- Sign in with the same account you used before.
- For Google, select every checkbox on the permissions screen. For Outlook, click Accept.
Your existing events are kept and brought up to date. You won’t get duplicates.
If Reconnect shows the IT admin message for Outlook, your IT admin removed Albi Calendar’s approval. See IT admin approval above.
Disconnecting your calendar
Google Calendar
- Go to Manage Profile, then the Calendar tab.
- On the Google Calendar row, open the ⋮ menu and click Disconnect.
- Confirm when Albi asks.
- Upcoming jobs are removed: Albi removes your upcoming jobs from Google Calendar. This can take a minute or two.
- Past jobs stay: Jobs that already happened stay on your calendar, so you keep a record of your work.
- The Albi calendar stays: The empty Albi calendar stays in your Google account. You can delete it in Google if you don't want it.
If you see a message that Albi could not start removing the events it added, you're still disconnected, but the upcoming events were left in your calendar. You can delete them directly in Google Calendar.
Outlook Calendar
The ⋮ menu on the Outlook Calendar row has two ways to disconnect:
| Option | What happens |
|---|---|
| Disconnect and remove Albi events | Albi removes the upcoming jobs it added. Past jobs stay, so you keep a record of your work |
| Disconnect and keep Albi events | Every event stays in Outlook but stops updating |
- Open the ⋮ menu on the Outlook Calendar row and choose one of the two options.
- Albi asks if you’re sure. Click Disconnect.
- Removing events takes a moment: While Albi removes events, the row shows Disconnecting. This can take a minute or two. Then the row shows Connect again.
- If your connection needs reconnecting: If the row says Reconnect required, only Disconnect and keep Albi events is offered, because Albi can no longer reach your calendar. To have Albi remove its events, reconnect first and then disconnect.
- If events couldn’t be removed: If you see a message that Albi could not start removing the events it added, the events stayed and the row stays on Disconnecting. Click ⋮, then Disconnect and keep Albi events to finish. Do the same if the row stays on Disconnecting for more than about 10 minutes. You can delete the events in Outlook.
- The Albi calendar stays: The Albi calendar stays in your Outlook account, with any events left in it. You can delete it in Outlook if you don’t want it.
- Reconnecting later: If you kept your events and later connect the same Microsoft account again, Albi updates those events instead of adding copies.
Switching to a different account
Disconnect your current Google or Microsoft account first, then click Connect and sign in with the other account.
One account per user
A Google or Microsoft account can only be connected to one Albi user at a time. This keeps the same job from showing up twice in one calendar.
- "This email is already connected.": Another Albi user is already using that account, and nothing was connected.
- To use that account: The other user needs to disconnect it first. This applies even if their connection shows Reconnect required.
- Not sure who it is? Contact Albi Support.
Want your team to share a calendar? Each person connects their own Google account, then picks the same shared calendar from the Calendar dropdown. Everyone needs permission to edit that calendar in Google.
Outlook: Each person’s jobs go to a calendar in their own Microsoft account. Calendars other people shared with you aren’t offered, so two people can’t use the same Outlook calendar.
For admins
- Turning it on: Calendar Sync is turned on per company, for Google Calendar, Outlook Calendar, or both. If you don’t see a Calendar tab under Manage Profile, or your team needs a calendar that isn’t showing, contact Albi Support. Afterward, ask your team to log out of Albi and log back in.
- Work and school Microsoft accounts: If your organization manages Microsoft 365, your IT admin may need to approve Albi Calendar once before anyone can connect Outlook. Contact Albi Support for the approval link.
- When someone leaves: If a user is disabled or leaves your company, their Albi events are removed from their calendar the next time each of those jobs is changed.
Frequently Asked Questions
Calendar Sync was turned on, but I don’t see the Calendar tab or my calendar.
Log out of Albi and log back in. If you still don’t see the Calendar tab, or you don’t see Google Calendar or Outlook Calendar on it, contact Albi Support so we can confirm it’s fully turned on for your company.
I connected, but I don’t see any jobs.
- Check the Albi calendar, not your main calendar. In Google Calendar, make sure Albi is checked in the calendar list on the left. In Outlook, make sure Albi is checked under My calendars.
- Make sure you’re assigned to upcoming jobs. Jobs you created but aren’t assigned to don’t sync.
- Give the first sync a few minutes.
- Still nothing? Click Sync now, wait a minute, and contact Albi Support if it’s still empty.
A job is wrong or missing in my calendar.
Click Sync now and wait a minute. If it’s still wrong, contact Albi Support.
I changed an event in Google or Outlook, and Albi didn’t update.
That’s expected. Sync only goes from Albi to your calendar. Make the change in Albi, and your calendar will update to match.
I picked a different calendar, but my old jobs are still in the old one.
That’s expected. New jobs go to the new calendar right away. Existing jobs move the next time each one is changed in Albi.
Will Albi send an invite to my customer or crew?
No. Calendar Sync never sends invites or emails to anyone.
I disconnected, but jobs are still in my calendar.
Past jobs are kept on purpose. If you disconnected Outlook and chose Disconnect and keep Albi events, every event stays, and that’s expected too. Otherwise, wait a couple of minutes. If upcoming jobs are still there, connect and disconnect again, or delete the events directly in your calendar.
Does it work with Apple Calendar?
Not directly. You can add your Google or Microsoft account to Apple Calendar and turn on the Albi calendar there.
Can I connect Google and Outlook at the same time?
Yes, if your company has both turned on. Your jobs then go to both calendars.
Can I use my personal Outlook.com or Hotmail account?
Yes. Personal accounts and work or school Microsoft 365 accounts both work.
It says my IT admin has to approve Albi Calendar.
Your organization doesn’t let staff approve apps. Contact Albi Support for an approval link to send your IT admin. Once it’s approved, click Connect again.
Can Albi read my email?
No. Albi Calendar only gets your calendars and your basic profile (name and email address).
Does it work with the mobile app?
Yes. You can connect from the Albi mobile app too. It’s the same connection, so connect on your phone or your computer, not both. See Google Calendar Sync on Mobile or Outlook Calendar Sync on Mobile.