Sync your Gmail or Microsoft Outlook 365 calendar with Aptly so you can manage events and appointments directly in the app. Aptly supports bi-directional calendar syncing, so events added, updated, or deleted in Aptly or your calendar provider stay in sync.
Sync Your Personal Calendar in Aptly
- Open your Settings by clicking the ⚙️ gear icon in the top right hand corner of the app.
- Select Personal Calendar from the settings menu.
- Choose the provider you use — Gmail or Office 365 (Outlook) — and complete the authentication steps when prompted.
- Select the specific calendar you want to sync and click Continue.
- Configure your calendar:
- Give it an identifiable name (we recommend something like First Name Last Name’s Calendar).
- Choose a color for your events.
- Set your timezone.
- Customize your event reminders.
- Click Save to complete the setup.
Once you have set up your Personal Calendar, you will need to go back to your Personal Inbox Settings and choose the Inbox Calendar.
Manage Your Personal Calendar Settings
Once your calendar is connected, you can personalize how it works in Aptly:
- Calendar Name: Change it anytime to make it easier to find in dropdowns or views.
- Saved Locations, Titles & Descriptions: Add defaults for frequently scheduled events to speed up event creation.
- Defaults: Set which fields you want to auto-populate when creating new events.
Changes won’t auto-save — always click Save after updating settings.
Set your default Calendar
🚨 Default Calendar Settings
Set your default calendar once you sync your calendar to Aptly.
- Access Default Account Settings by going to Settings > My Profile. Default Account Settings are located at the bottom of the profile page.
- Choose your calendar as the default calendar from the drop-down menu.
- Click Save Profile.
Viewing Your Synced Calendar in Aptly
To view your calendar, you’ll need to add it to the calendar view.
- Click the Calendar icon in the left navigation bar.
- Add your calendar to the Calendar View by searching your calendar name
- Click on the + icon and type in the name of the calendar
- Once it appears in the dropdown, select it. It will be added to your Calendar View.
Viewing Other Team Members’ Calendars
When you add another team member’s calendar to your view, event details are never shown — you’ll only see blocked/busy times to help with scheduling and availability planning.
Note for admins: Admins may have the ability to view event details only if calendar permissions are explicitly enabled. Without that permission, events will continue to appear as blocked time only.
To control which calendars are visible in your calendar view:
- Click the color icon to the left of a calendar name to show that calendar in your view
- Click the color icon again to hide it
This makes it easy to quickly toggle calendars on and off and focus on specific team members’ schedules as needed.