If your calendar is not working the way you expect, don’t worry. Most scheduling issues are simple and can be fixed in just a few minutes.
This guide will help you troubleshoot the most common calendar problems when booking meetings with candidates.
First: Identify the Problem
Which issue are you experiencing?
Candidates cannot see available times
Candidates booked when I was already busy
I cannot find an appointment
A meeting disappeared
Appointment reminders are not sending
I accidentally connected the wrong calendar
Find your issue below and follow the steps.
Candidates Cannot See Any Available Times
This is one of the most common calendar problems. Usually it means availability was never set up.
Step 1: Check Calendar Availability
Go to Settings
Click Calendars
Select the calendar you created
Check Availability settings
Step 2: Check Minimum Scheduling Notice
Some calendars require meetings to be scheduled a certain number of hours in advance.
🔎 Example: If your calendar requires 24 hours notice, candidates cannot book same-day meetings.
Adjust this setting if needed.
Candidates Booked While I Was Already Busy
This usually happens when your Google or Outlook calendar is not connected. FranFlow can only block busy times if your external calendar is synced.
Step 1: Check Calendar Connection
Go to Settings
Click Calendars
Select Connections
Confirm your calendar shows Connected.
Step 2: Check Event Status
If an event on your Google or Outlook calendar is marked Free, FranFlow may allow bookings during that time.
Make sure meetings are marked Busy.
I Cannot Find an Appointment
Often this is caused by filters being applied.
Step 1: Check Appointment Filters
Go to Calendars
Open Appointment Listing
Click Filters
Remove any active filters. Filters remain active until you remove them.
Step 2: Search by Contact
Use the search bar and type:
• Contact name
• Email address
• Phone number
The appointment should appear if it exists.
A Meeting Disappeared
Most meetings do not actually disappear — they were:
• Rescheduled
• Cancelled
• Filtered out of view
Step 1: Check Appointment Listing
Go to:
Calendars → Appointment Listing
Look for the meeting in the full list.
Step 2: Check Appointment Status
Sometimes appointments move to statuses like:
• Cancelled
• Completed
• No Show
Adjust filters to include these statuses.
Appointment Reminders Are Not Sending
Reminders must be enabled inside the calendar settings.
Step 1: Check Notifications
Go to Settings
Click Calendars
Select your calendar
Open Notifications
‼️ Important: If you're using an automation workflow, the troubleshooting steps are different. Check out the troubleshooting workflows articles instead.
I Connected the Wrong Google or Outlook Calendar
This can happen if you manage multiple email accounts.
Fix It
Go to Settings
Click Calendars
Open Connections
Disconnect the current calendar
Reconnect the correct account
Once connected, new bookings will sync correctly.
Universal Calendar Reset (5-Minute Fix)
If something seems wrong and you're unsure why:
Check calendar availability
Confirm Google or Outlook connection
Clear appointment filters
Search for the contact
Test your booking link
Most issues are resolved during these steps.
🪄 Best Practices to Avoid Calendar Issues:
✔ Always connect your Google or Outlook calendar
✔ Test your booking link before sharing it
✔ Use calendar reminders to reduce no-shows
✔ Review your availability regularly
✔ Clear filters if meetings appear missing
Consistent calendar management prevents most scheduling problems.
When to Contact Support
After checking:
✔ Availability settings
✔ Calendar connections
✔ Appointment filters
✔ Notification settings
If the issue continues, collect the following before contacting support:
• Screenshot of calendar settings
• Screenshot of appointment listing
• Contact name and meeting time
• Description of the issue
This helps resolve issues faster.