Calendar Sync

Updated June 29, 2026 19:03

The following article will provide information on how calendar sync works for students and career center users, and will also provide detailed steps on how to setup calendar sync.

12twenty supports calendar sync via Google Apps or Office365. This is a paid feature, so please contact your 12twenty Account Manager if you would like to add this service to your site instance. Direct integrations with Google Apps or Office365 require zero development work/configuration. 12twenty will enable this feature and users can begin authorizing their calendars to sync immediately.

Sections

1-way Calendar Sync (12twenty to Person Calendar)
2-way Calendar Sync (Personal Calendar to 12twenty)
How to configure Calendar Sync for your Account
Troubleshooting Calendar Sync Issues
Revoking & Reauthorizing Calendar Sync
FAQs

1-way Calendar Sync (12twenty to Personal Calendar)

With 1-way calendar sync, students will be able to automatically sync registered events, booked advising appointments and scheduled OCI interviews. Career advisers will be able to sync booked advising appointments and appointment blocks.

Important Rules to Know:
- When the user initiates calendar sync 1-way, all events in the future are synced. No past events are synced.
- The user's "Default" calendar is the calendar that 12twenty syncs to, the user cannot choose which personal calendar to sync to
- Only events on the user’s default calendar will sync. Events added from a shared calendar will only sync if they own the event or they are invited to the event and accept the invite.
- If the user stops syncing, all of the events remain on their personal calendar, and syncing will no longer occur from that point forward.
  - That being said, simply by toggling "sync advising appointment blocks = no," will not remove historical or future blocks from your personal calendar. You would need to do one of two things:
    - with 2-way sync enabled, delete the blocks in 12Twenty, which will remove them from your personal cal OR
    - remove the blocks from your personal calendar
All events in 12twenty are stored in UTC, so your personal calendar will show the event in the time zone setup by the user for their personal calendar.
For appointments, note that we also send an .ICS file attachment to both the career adviser (if applicable) and the student. Some calendaring systems like Google automatically add the calendar event to the user’s calendar when it receives emails with .ICS file attachments, thereby obviating the need for one direction (12twenty - school) of the calendar sync.

Please note: not all personal calendar events will sync to 12twenty via 2-way sync. Only events that touch/overlap 12twenty appointments/blocks will be brought over.

2-way Calendar Sync (Personal Calendar to 12twenty)

With 2-way calendar sync, students will be able to sync events from their personal calendar to their "Interview Availability" calendar, which is used for scheduling OCI interviews. Career advisers will be able to sync events from their personal calendar to their advising appointment calendar, in order to prevent students from booking advising appointments during a time when they already have a personal appointment.

Important Rules to Know:
- When the user initiates calendar sync 2-way, events 1 week in the past and 1 year for Office (5 years for google) in the future are synced.
  The user's "Default" calendar is synced, the user cannot choose which personal calendar to sync
- Reoccurring events are supported in both Google and Office365, including busy/free configuration settings
- the user stops syncing, all of the events remain on the users 12twenty calendar, and syncing will no longer occur from that point forward.
- Busy/free settings are respected. If the user changes an event to "Free" on their personal calendar, then the event will be removed from their 12twenty calendar.
- All events in 12twenty are stored in UTC, so your personal calendar events will be synced to
- 12twenty in the time zone setup by the user for their personal calendar, and stored as UTC.
- Personal calendar events will only be synced to 12twenty if they overlap an adviser’s appointment block availability

How to configure Calendar Sync for your account

To configure your 2-way calendar sync between 12twenty and your Google Calendar or Microsoft, please follow the below steps.

Step 1 - Once logged in, click on the Person Icon in the bottom left corner of the page, and then select “Account Settings”.

Step 2 - Click “Authorize” under the Calendar Sync section and select the Google or Microsoft (Office 365) account you wish to sync with 12twenty

Select "Google" or "Microsoft"

Step 3 - After the account has been connected, select the "Edit" link next to "Calendar Sync" to configure your calendar sync

Pro Tip: When 2-way sync is enabled, calendar events from your personal calendar will display on the Appointments calendar in 12twenty.

The shield icon indicates that the details of the calendar event are only visible to the synced user. Other users simply see an "unavailable" block.

*Note: To remove all future personal calendar events from your 12twenty calendar, navigate to your Account Settings and set the "Sync from my personal calendar to 12twenty" setting to No. You will be asked to confirm the change, and once confirmed the system will clear all future personal calendar events from your 12twenty calendar.

Troubleshooting Calendar Sync Issues

There may be times when Calendar Sync needs to be reauthorized by users. Reason for this include, but are not limited to: an updated account password, administrative changes, or permission revocation. When a sync failure has been detected, a notification email will be sent asking the user to reauthorize their account. Users need to take immediate action upon receiving the email to ensure the continuity of the sync.

Revoking & Reauthorizing Calendar Sync

Navigate to your Account Settings in a Chrome web browser.
Go to the "Integrations" tab, click 'Edit', and set all calendar sync options to "No" and Save Changes.
Revoke access to your calendar via the "revoke" button.
Close and quit your browser.
Relaunch the Chrome web browser and navigate to your Account Settings again. Re-authorize the calendar sync by clicking "Google" or "Microsoft".

Please note: During this step, if you click "Edit" you will receive a message that authorization is required. You must click "Google" or "Microsoft" to re-authorize your calendar before you can edit.
After you connect to Google or Microsoft, you will see a pop-up menu where you can reset the Calendar Sync Preferences to "Yes"
After reauthorizing, clear your browser cache, log out, and log back in. This should help resolve the issues of not being able to create blocks that already exist but are not visible, and not seeing your block availability after making time available.

Frequently Asked Questions

I've re-synced my calendar but my personal calendar events are not coming over to 12twenty. What do I do?
The first step in troubleshooting Calendar Sync issues is to revoke and reauthorize Calendar Sync. You can do so by following the instructions in the article "Reauthorizing Calendar Sync".
Please note that once your calendar is re-authorized, the re-sync of calendar events can take 30-minutes.

I received a message that I need Administrative approval to sync my calendar. Where do I go for that?
This approval is needed from your University IT team. You should reach out to them directly and provide the link from that message - they can find more information about what permissions are being requested and what happens when they grant access in the documentation here.