Setup FAQ — Calendars, Permissions & Common Issues

Why does Outlook ask for admin approval when I try to connect?

If your Microsoft 365 account belongs to an organization (work or school account), the IT administrator may have configured Microsoft Entra ID (formerly Azure AD) to require admin consent before any third-party app can access user data. PickASlot requests permission to read your calendar and create events, which is enough to trigger that policy. The connection is blocked until your administrator reviews and approves PickASlot for the tenant. Personal Microsoft accounts (outlook.com, hotmail.com, live.com) connect immediately without admin approval.

How do I get my IT administrator to approve PickASlot for Outlook?

Send your administrator the Microsoft consent URL that appears in the error screen, or ask them to grant tenant-wide consent through Entra ID. The exact permissions PickASlot requests are: Calendars.ReadWrite (to read busy times and create meeting events), User.Read (to identify the connecting user), offline_access (to refresh the connection without re-prompting), and OnlineMeetings.ReadWrite (only required if you want auto-generated Microsoft Teams links). Once approved, every user in the organization can connect without seeing the approval prompt again.

What permissions does PickASlot request from Google Calendar?

PickASlot asks for the calendar.events scope, which lets us read your busy times and create new calendar events for confirmed bookings. We do not read the contents of unrelated events, we do not access your Gmail, and we do not access your Google Drive or contacts. The only data we store from your calendar is the start and end times of busy slots so we can avoid double-booking you. The full event details remain in Google.

Does PickASlot read the content of my calendar events?

No. PickASlot fetches free/busy time ranges from your connected calendars to determine when you are available. We do not read event titles, attendees, descriptions, or any other private details. The only events we create or modify are the ones tied to bookings made through your PickASlot link, and we keep the IDs of those events so we can update or delete them when a guest reschedules or cancels.

Why does my booking page show "No available times"?

There are usually four reasons. First, your weekly availability rules may not cover the date being viewed — go to Availability and check your schedule. Second, all slots may already be booked or blocked by busy time on your connected calendar. Third, you may have a date override (one-off rule) that marks the day as unavailable. Fourth, your event type may have a minimum scheduling notice that pushes the next bookable slot beyond what is shown. Open Settings on the event type and lower the minimum notice if needed.

Why is my Google Meet or Zoom link not appearing in the booking confirmation?

Meeting links are auto-generated only when the event type's location is set to a video provider you have connected. Open the event type, set Location to Google Meet, Microsoft Teams, or Zoom, and verify that the corresponding integration is connected on the Integrations page. If the integration was disconnected after the event type was created, reconnect it and existing event types will work again immediately.

Why does my Zoom link disappear when a guest reschedules?

When a booking is rescheduled, PickASlot creates a new Zoom meeting with the updated time and replaces the old one. There is a brief window during which the new link is being generated. If you do not see the new link in the confirmation email, refresh the booking detail page in your dashboard. If it still does not appear, your Zoom integration may have been disconnected — reconnect it and the link will be regenerated.

Why am I being asked to verify my email address again after signing in?

PickASlot uses magic-link sign-in for the email provider, which means each session starts by clicking a link in your inbox. If you have signed in with Google or Microsoft previously, simply click the same provider button again and you will be redirected without an email step. Make sure you are using the same email address every time, otherwise PickASlot will treat the alternative address as a new account.

Can I change my username after onboarding?

Yes. Go to Settings — Profile and edit the username field. Note that changing your username changes your booking link URL — anyone who has bookmarked the old link will get a 404. We recommend choosing carefully during onboarding and only changing it if absolutely necessary. Existing bookings continue to work because they reference internal IDs, not the username.

Why is my timezone wrong on the booking page?

Your booking page detects each guest's timezone from their browser, so the times shown to them are local. Your own dashboard uses the timezone set in Settings — Profile. If you have moved or are travelling, update that field so reminders and dashboard views reflect your current location. If guests are reporting wrong times, ask them to confirm their browser's reported timezone — sometimes corporate VPNs or anonymizing browsers spoof the timezone.

How do I prevent double-bookings if I use multiple calendars?

On the Pro plan you can connect multiple Google and Outlook calendars and PickASlot will check busy times across all of them when generating availability. On the Free plan you can connect one calendar. If you have a personal calendar where you mark non-work commitments, connect it on Pro to ensure those events block your booking page automatically.

Why is my embedded booking widget not loading on my website?

Most embed issues come from one of three causes. Check that you copied the full embed snippet from Settings — Embed (it includes a script tag plus a div). Make sure your site does not block third-party iframes via Content-Security-Policy headers — PickASlot's embed loads in an iframe from pickaslot.io. If your site forces HTTPS, the embed will only work over HTTPS too — mixed content gets blocked by browsers.

Where is my data stored and who can access it?

Primary user data is stored in PostgreSQL on AWS in Ireland (eu-west-1). Calendar OAuth tokens are encrypted at rest with AES-256-GCM. Email is sent through Resend. Payments go through Stripe. SMS will be sent through Sinch (when launched). All third-party processors operate under Standard Contractual Clauses. Only you can access your account data — PickASlot staff access is restricted to incident response and audited.

How do I delete my account and all my data?

Go to Settings — Account and click Delete Account. This permanently removes your profile, event types, availability rules, bookings, calendar connections (including revoking OAuth tokens with Google, Microsoft, and Zoom), team memberships, and any teams you own. The action is irreversible and takes effect immediately. If you have an active Pro subscription, it will be cancelled in Stripe at the same time.

Why did my booking get cancelled automatically?

There are three automatic cancellation paths. If a guest declines the calendar invite, the booking is marked as cancelled. If a Stripe checkout session is started but no payment is completed within an hour, the pending booking is cleaned up. If you (the host) decline the calendar invite from your own calendar app, PickASlot detects the decline via the Google Calendar webhook and cancels the booking on the guest's behalf with a notification email.

Still stuck on setup?

Email support@pickaslot.io with a screenshot of the error and we will help you sort it out.

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