Calendar Integration | FAQ and Troubleshooting

FAQ and Troubleshooting

The FAQ and Functionality sections are actively updated. If you do not see your specific question outlined below, please contact Customer Support through the chat icon or support@leadr.com.

General Notes

• Synchronization between the Calendar and Leadr can take anywhere from a few seconds to a few minutes. In extreme cases, synchronization can take several hours.
• Any meeting participant can now add an agenda for a meeting within Leadr.
• Meetings that include a mix of Office 365 and GCal participants are not supported.

Meeting Creation

Pre-Existing Meetings

• If the User already had meetings in Leadr prior to connecting their calendar, they will have the option to sync those meetings to their calendar.
  • Connect the calendar
  • Go to the calendar drawer within Meetings to “Review Meetings”
  • Open the tab titled “In Leadr”
  • Select “Add to Calendar”
• Once a user has connected their calendar, the meeting organizer will have the option to import or ignore pre-existing meetings from their calendar. Any participant of the meeting can import the meeting, but not ignore the meeting.
  • Connect the calendar and confirm a calendar is selected in Leadr

New Meetings

Function

• Meetings can be created in both the Calendar and in Leadr, and they will appear in both places.
  • If a meeting is created in Leadr, it will automatically show up on the Calendar.
  • If a meeting is created in the Calendar, it will show up on LeadrHome and in the Calendar drawer where it can be imported into Leadr via the “Add Agenda” button.
• Restoring a meeting from the archive in Leadr will create a new meeting on the Calendar, it will not be connected with any previously existing Calendar meetings.

Scope

• If a meeting is created in the Calendar it must meet the following criteria:
  • It must have a Title
  • It must include at least two Leadr-user attendees (the organizer and one other Leadr user from the same organization)
  • It must have a compatible recurrence cycle (one-time, weekly, bi-weekly, or monthly)
• All-day or multi-day meetings are not supported
• If a meeting is created in the Calendar using the “Duplicate” feature on an already calendar-connected meeting, it will cause unwanted behavior for both Calendar meetings and the associated meeting in Leadr
• Meeting participants who are not Leadr-users will display in Leadr as a "Non-Leadr User"

Updating Meetings

Function

• Meetings can be updated in the Calendar, which will be reflected in Leadr

Scope

• Leadr will only reflect updates made on the External Calendar if it is less than 5 hours past the end time
• Any updates to the participants of a 1:1 will be ignored
• Any update that reduces the number of Leadr-participants to less than two will be ignored
• Accepting or declining a meeting in the External Calendar will keep the participant list of the meeting in Leadr. It will not cancel the meeting in Leadr if all participants decline
• Removal of the Leadr description within the External Calendar event will break the syncing capabilities of the associated Leadr meeting

Deleting Meetings

Function

• Meetings deleted in the External Calendar will be reflected in Leadr.
  • Archiving of a meeting series will take at least 5 minutes to reflect in Leadr

Scope

• If a single instance or instances within a reoccurrence are removed more than 5 hours after the end time, the update will not pull into Leadr

Meeting Restores

Function

• If a recurring meeting has upcoming instances in the calendar, but that meeting is deleted in Leadr, it will be restored in Leadr
• If a past meeting is restored within Leadr it will create a new calendar event

FAQ

1. Where is the best place for creating, editing, and deleting my meetings?
   • Your external calendar. As some of our customer success managers say, "Lead in Leadr, Calendar in Calendar."
2. A meeting on my calendar is not showing up
   • Is there another Leadr user included in this meeting? If not, the meeting won't pull into Leadr. Leadr only recognizes meetings with other Leadr users.
   • Does your calendar email match your Leadr login? If not, meetings will not sync correctly. It is imperative your Leadr login matches the email you use to create or are invited to within your calendar.
   • Is the correct calendar selected in your Leadr->Settings? If not, please select the main calendar associated with your email.
3. What is the best way to schedule meetings twice a month (1st/3rd or 2nd/4th)?
   • Calendar integration will support any recurrence pattern that is supported by the pattern. Since this cadence is not an option within your calendar, it will require two separate meetings:
     • Create the first monthly series on the calendar.
     • Import it into Leadr.
     • Confirm that the event in the calendar has the link to the Leadr Meeting.
     • Create the second monthly series on the calendar. Do not import it.
     • Once the Leadr reference numbers appear in the second calendar event, replace the entire description, including the reference numbers, of the second calendar event with the description from the first calendar event
4. Can I move a meeting I set up as a 1:1 into a Team meeting?
   • You will not be able to move any meetings you have created, to another type of meeting. For example, if you have a 1:1 with Bob, you cannot go back and edit that meeting to be with Sarah or reassign ownership to another user, you would have to create a new meeting series. This is done intentionally to help keep the 1:1 meeting highly relational. If unsure whether a meeting will include additional participants, select "Team Meeting"
5. Can I turn a one-time meeting into a reoccurring meeting?
   • Yes, you can now take a non-reoccurring meeting and turn it into a series through the synced calendar event. Ensure proper syncing by selecting a recurring type that is not "custom"
   • You can not turn a recurring meeting into a one-time meeting
6. Can I use a custom reoccurrence type?
   • The calendar integration recognizes all cadence presets. The only "custom" cadence that will pull into Leadr is a bi-weekly series. Daily, every x week/day, etc will not display correctly in Leadr
7. Can I update the title of a meeting for an individual date within a series?
   • Yes, ensure only "this event" is selected and it should modify the Leadr title for only that date
8. Can I extend the meeting end date?
   • Yes, it will then extend the timeline in Leadr
9. How do I know if a Meeting in Leadr is connected to my Calendar?
   • Within the Leadr Meeting, you should see a 'calendar integrated' icon in the top right-hand corner
10. I added a Zoom link and/or "Add A Room," but it doesn't show in the Leadr Meeting; why?
    • Google and Microsoft separate the ability to generate a virtual meeting from adding a location. This means that if you generate a virtual meeting but do not copy it into the Location field, it will not pull into Leadr correctly
11. What happens when a meeting host is deactivated in Leadr?
    • Anytime a user with a connected calendar is going to be deactivated, all the meetings that they own in the calendar should have their ownership transferred to another meeting participant before deactivating. If the user's calendar provider does not offer the ability to transfer ownership (Office 365), then the meeting should be deleted from the user's calendar and a replacement meeting should be created under a new owner.
12. Can I transfer ownership of a meeting?
    • Google offers the ability to transfer ownership from within the calendar event under "more options". However, Office 365 does not have this capability so the meeting would need to be recreated under a new host.
13. As a limited access user, can I connect my calendar to Leadr?

• No, you will. not be able to connect your calendar to Leadr as a limited access user, this is because limited access users cannot create meetings in Leadr. To create meetings in Leadr, you have to be a full member.

Troubleshooting

• Additional users on the calendar event are not displayed in Leadr
  • Confirm that the participant is an active Leadr user with the same email in the calendar invite. If not, the user should display in the meeting as a "non Leadr user"
  • If the meeting is a series, confirm the user(s) is added to the entire event. Single participant updates in a series are ignored, ensure that this does not happen by adding users->all events
• I updated or skipped a meeting in my External Calendar, and the change is not showing up in Leadr
  • If it's been made recently, please wait up to an hour to confirm if there was a sync delay.
    • If it's been over an hour, try making a minor update to the meeting within the External Calendar (ex., Title or Location), then refresh Leadr to see if the update displays in Leadr
• I deleted an entire meeting series in my External Calendar, and it’s still not in Leadr
  • If the deletion was made recently, please wait up to an hour to confirm if there was a sync delay.
    • If the Leadr meeting does not update as canceled/archived, the ability to archive/cancel through the Leadr meeting will become available within the meeting's three vertical dots
• Nothing is syncing between my Calendar and Leadr for a specific meeting series

  • If there are no historical data or agenda items in Leadr, delete the meeting series in the Calendar, then delete the meeting series in Leadr, and recreate it

    If there is historical data, but the upcoming meetings don’t have any special agenda items or notes, then:

    • Delete the meeting series from the Calendar
    • Archive the meeting series in Leadr
    • Restore the meeting series in Leadr
• My calendar was disconnected when I logged in today
  • A user’s calendar will be disconnected from time to time and they’ll need to use the Settings area to reconnect when this happens.
  • If this is a consistent issue, please reach out to our support team