How to Sync an Agent's Calendar with Rentsync Tours

Why Sync a Calendar?

When a calendar is synced, any event the agent adds to their personal calendar (a meeting booked outside of the tour application, a doctor's appointment) will automatically appear as a time block slot in the tour widget so prospects cannot book tours during those times. It will also ensure that tours will populate in the agents personal calendar.

Syncing also gives admins visibility into the agent's full schedule from within Rentsync, which is useful for reporting and oversight without needing direct access to the agent's email calendar.

Optional Sync Settings

There are two optional settings that control how calendar events are imported into Rentsync:

Import Event Titles: When enabled, calendar events are imported with the title they have been given in the agent's personal calendar, making it easier for admins to understand what is blocking a time slot. When disabled, all imported time blocks will display simply as "time block" with no description.

Import Non-Busy Events: When enabled, this setting imports all events from the agent's calendar regardless of whether they are marked as busy or free. It is recommended to leave this setting toggled off, as importing “free” events will create unnecessary time blocks in Rentsync that may restrict tour availability unintentionally.

How to Sync a Calendar (Agent Steps)

1. Log in to Rentsync as a Tour Agent
2. Navigate to Tours > Settings
3. Click the purple "Sync My Calendar" button
4. Choose your sign-in method: Google, Microsoft, or Apple/Exchange
5. Sign in and grant Rentsync Tours access to your calendar
6. Once taken back to Rentsync, go to Settings (from the Tours menu)
7. Under Calendar Sync Settings, change the Bulk Calendar Setting from Disabled to Custom
8. Select Syncing Option for your primary calendar
   1. Full Calendar Sync: this enables two-way communication (Rentsync sends confirmed tours to your calendar, and your calendar events block time in the widget)
   2. Get my calendar events and add them as timeblocks: This allows calendar events that are booked in your personal calendar to be imported into Rentsync.
   3. Send bookings to my calendar: This automatically creates a calendar event from tour bookings in your personal calendar
9. Toggle on your primary calendar
10. Toggle on Import Event Titles (recommended because without this, all calendar blocks show simply as "time block" with no titles)
11. Click Save
12. Return to the Calendar page and click the Sync button to force an immediate import
    
    

Once the sync is complete, your calendar events should appear as grey time blocks in the Rentsync calendar. Make sure to toggle on Display Time Blocks after the calendar refreshes to be able to see the time blocks on the calendar.

Automatic Sync Delay

When an agent adds an event to their personal calendar, Rentsync automatically detects the change and syncs it with no action required. However, this sync is not always instant. Depending on the calendar provider and the number of events being processed, a new calendar event can take anywhere from a few seconds to a couple of minutes to appear as a grey time block in Rentsync and subsequently impact the available time slots shown in the tour booking widget.

If a time block is not appearing after a few minutes, the agent can navigate to Tours > Calendar and click the Sync button to manually trigger an import and confirm the sync is working correctly.

Understanding the Calendar View

Admins can toggle Display Time Blocks on or off in the calendar view to show or hide the grey personal calendar events.

Deletions or Cancellations of Events

Deleting a tour or timeblock and Cancelling a tour in Rentsync does not delete it from the agent's personal calendar and deleting an event from the personal calendar does not remove it from Rentsync automatically. Both must be deleted separately.

Forcing a Calendar Resync

If an agent's calendar is not refreshing or showing outdated time blocks:

1. The agent navigates to Tours > Calendar

2. Click the Sync button

For a full reset (if calendar data is appearing incorrectly or showing duplicates), the agent should remove their calendar connection entirely and re-sync from the beginning following the steps above.

Syncing Multiple Calendars

By default, only one calendar can be synced to a single agent's profile. This applies regardless of the syncing option selected, including one-way sync configurations.