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Connect a sales agent’s calendar

Every sales agent already has a HelloSetter calendar. If they also keep jobs in Google, Outlook, iCloud or Jobber, paste that calendar’s private link so the AI never books a visit on top of something that’s already there.

Before you start

  • Use the calendar where this agent’s jobs live, signed in as them, on a computer.
  • HelloSetter only reads busy times from the link. It never edits or deletes anything on that calendar.
  • Treat the link like a password: anyone who has it can see the calendar. You can reset it in the calendar’s settings any time (then paste the new one).
  • New events can take a little while to show up, from a few minutes to a few hours, depending on the calendar.

Google Calendar

  1. On a computer, open calendar.google.com signed in as the sales agent.
  2. Click the gear (top right) → Settings.
  3. On the left, under Settings for my calendars, click the agent’s calendar (usually their name).
  4. Scroll to Integrate calendar.
  5. Copy Secret address in iCal format (click the copy icon). Don’t use the “Public address”.
The link looks like
https://calendar.google.com/calendar/ical/…/private-…/basic.ics

Don’t see “Secret address”? On a Google Workspace (company) account the admin has to allow it: admin.google.com → Apps → Google Workspace → Calendar → Sharing settings → External sharing options → Share all information. It can take a few minutes to appear.

Outlook / Microsoft 365

  1. Open Outlook on the web (outlook.office.com, or outlook.com for personal accounts) signed in as the agent.
  2. Click the gear → Calendar → Shared calendars.
  3. Under Publish a calendar, pick the agent’s calendar and choose Can view when I’m busy (we only need busy times).
  4. Click Publish, then copy the ICS link (not the HTML one).
The link looks like
https://outlook.office365.com/owa/calendar/…/calendar.ics

No “Publish a calendar” section? The Microsoft 365 admin has turned publishing off. Ask them to allow it (Exchange admin center → Organization → Sharing → calendar publishing), or use the agent’s Google calendar instead.

Apple / iCloud Calendar

  1. On a computer, go to icloud.com/calendar and sign in.
  2. Next to the agent’s calendar in the left list, click the share icon.
  3. Turn on Public Calendar and click Copy Link.
The link looks like
webcal://p…-caldav.icloud.com/published/2/…

On an iPhone: Calendar app → Calendars → tap the ⓘ next to the calendar → turn on Public Calendar → Share Link → Copy.

Jobber

  1. In Jobber, open the Schedule.
  2. Click More → Schedule Settings → Calendar Sync.
  3. Choose Set up calendar sync for the agent and copy the URL.
The link looks like
https://…getjobber.com/…ics

Another app (CRM, Calendly, Housecall Pro…)

Look in that app’s calendar or sharing settings for iCal, ICS, Subscribe or Calendar feed, and copy that link. If the app can only send events to Google or Outlook, connect that calendar here instead.

Where to paste it

  • Company owner or manager: Dashboard → Sales agents → Edit on the agent → Their calendar link → Save.
  • The sales agent: Dashboard → Settings → Calendar → paste the link → Save.

We check the link when you save. If it says the link didn’t work, make sure you copied the private/ICS link (not a web page link) and that it starts with https:// or webcal://.

Still stuck?

Email team@hellosetter.com with which calendar the agent uses and we’ll walk you through it, or we can set it up together on a quick call.