Skip to main content
Everyone·Mentoring

Connect your calendar

Connect Google Calendar or Microsoft Outlook to schedule meetings and get reminders without leaving MentorStack

Connecting your calendar lets you see your free slots when scheduling a meeting, automatically add confirmed meetings to your calendar, and receive reminders. MentorStack works with Google Calendar and Microsoft Outlook. You can connect one or both.

Settings Integrations tab showing the Google Calendar and Outlook Calendar cards, each with a Connect button
Settings Integrations tab showing the Google Calendar and Outlook Calendar cards, each with a Connect button

Connecting your calendar

Go to Settings → Integrations (?tab=integrations) and click Connect on the Google Calendar or Outlook Calendar card.

Note

The ?tab=integrations link only opens the Integrations tab for mentors and mentees. Admins have a different Settings layout without an Integrations tab; an admin following this link lands on the default tab instead.

You'll be redirected to Google or Microsoft to authorize access. MentorStack requests permission to check your free/busy times and to create events for meetings booked in MentorStack. For Google Calendar, leave every requested permission ticked on the consent screen.

After connecting, a green "Connected" status will appear in your settings.

How scheduling uses your calendar

When you or your mentor/mentee schedules a meeting:

  1. When both participants have connected a calendar, the schedule form shows a Find available times panel. Use Check a date to see up to eight open slots between 8:00 and 20:00, in 30-minute steps.
  2. MentorStack reads only busy and free times for this check, not event details.
  3. When a time is confirmed, MentorStack creates a calendar event for each participant who has connected a calendar.
  4. On Google Calendar, the event includes a Google Meet link. On Outlook, MentorStack requests a Microsoft Teams meeting link for the event.

If one or both of you haven't connected a calendar, the form shows Connect your calendar to see available times and you can still schedule meetings manually.

Reminders

Calendar events created by MentorStack use your calendar's default reminders (for Outlook, typically 30 minutes and 10 minutes before). You can adjust these directly in your calendar app.

MentorStack also sends its own email reminder 24 hours before each meeting by default; admins can change the lead time, from 1 to 72 hours, under Settings → Organization → Preferences. This is independent of your calendar app.

Disconnecting

Go to Settings → Integrations and click Disconnect on the Google Calendar or Outlook Calendar card. As above, this tab is on the mentor/mentee Settings page, not the admin one. MentorStack will stop reading your availability and creating new calendar events. Existing calendar events are not deleted. You can also revoke access from your Google Account or Microsoft account settings.

Troubleshooting

"No available slots found for this date.": If MentorStack can't find a free slot on the date you checked, try another date or pick a time manually. The suggestions come from your connected calendars only, not from the availability days on your profile.

Meetings not appearing in calendar: Check that you authorized write access during the OAuth flow. If you only granted read access, or cleared a permission on Google's consent screen, disconnect and reconnect to re-authorize with full permissions.

Outlook shows as disconnected after reconnecting: Outlook requires re-authorization after a password change. Disconnect and reconnect to refresh the token.