Calendars and availability

For a host who should receive Nexor meetings on their own Google or Outlook calendar, configure two separate things: a personal calendar connection and a weekly availability schedule. The connection tells Nexor which personal provider to use for meetings. The schedule defines the days and hours when the host accepts bookings.

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Watch the walkthrough

Use the steps below for the current Google, Outlook, and weekly-availability behavior.

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Before you start

• The workspace needs an Agent that can book appointments. Otherwise, Meetings may not appear in the navigation.
• The calendar button is available to workspace Owners, Admins, and Members who host meetings.
• A host connects their own Google or Outlook account while signed in. The button in Meetings always configures the current user.
• Choose the provider that matches the meeting’s video setting: Google Calendar for Google Meet, or Outlook for Microsoft Teams.

Members see Calendar in the navigation. Owners and Admins see Meetings. Both open the same /meetings page.

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Connect a calendar

Only one personal provider can be active for a host at a time. If Outlook is active, disconnect it before connecting Google. If Google is active, disconnect it before connecting Outlook. For provider-specific details, see Google Calendar or Outlook Calendar.

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Check the connection status

Open My Availability to see the active provider, the connected account email when available, and Connected since with the connection date. If the date is unavailable, Nexor shows Calendar connected instead. The connection belongs to the signed-in person and may appear in more than one of that person’s Nexor accounts. This does not guarantee that every account will use it for new bookings: the meeting type and each workspace’s calendar setup still determine where Nexor creates an event. If Nexor no longer recognizes any active calendar connection, Meetings shows Connect your calendar again. Start the same provider flow to authorize it again.

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Disconnect or switch providers

Open Integrations, choose Google Calendar or Outlook Calendar, and select Disconnect. To switch providers, disconnect the active one and then connect the other. A personal calendar applies to all your Nexor accounts, so disconnecting it disconnects it everywhere. After a connection is removed, Nexor stops using that removed connection for new bookings, but it does not delete calendar events that were already created. Review any upcoming meetings before you disconnect.

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Set your weekly schedule

After the calendar is connected, the button in Meetings changes to My Availability.

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Add time off

Use Time off in the same dialog to remove a full date from the weekly schedule.

1. Click Add time off.
2. Choose today or a future date.
3. Save the availability dialog.

The current dialog creates full-day blocks. It displays blocks from today through the next 30 days. A reason saved through another Nexor interface may appear beside an existing block, but this dialog does not include a reason field. To restore the date, remove the block and save again.

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Meetings across time zones

The Agent’s zone defines the date range used to search for meetings. A host’s own zone controls their working hours when their personal timezone setting is enabled. A host in another country does not extend the requested search into an extra day. The lead can use a different local clock from both the Agent and the host. Confirm the zone when discussing a time across countries, especially around midnight or a daylight saving change. If a selected time becomes unavailable, replacement suggestions use the same part of the day in the booking’s reference zone.

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What Nexor checks when offering times

To contribute times in Nexor’s native booking flow, a host needs:

• an active assignment to the meeting type
• an active weekly schedule with at least one time range

To place meetings on the host’s personal calendar, also connect the provider that matches the meeting type: Google Calendar for Google Meet or Outlook for Microsoft Teams. A workspace may use Nexor’s central organizer when personal-calendar booking is not enabled or the host connection is unavailable. Time off and meetings already recorded by Nexor are removed from the available windows. A Calendly booking flow is different: Calendly supplies its own availability instead of using this weekly schedule.

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Choose how meetings are assigned

Open the booking task and, in the Meeting section of the right pane, choose Edit. In the Meeting window, use Meeting assignment to choose a mode:

• Based on availability: offers available times from assigned hosts without preferring one.
• Round robin: rotates among hosts with available times. The agent does not choose the host.
• Rules by variable: assigns one host, or prevents booking, for each answer to a selected variable.
• Custom: reveals a required instructions field. The agent chooses an available host according to what you write.

The explanation below the selector describes the selected mode. Changes remain a draft until the page’s Save changes action; Cancel restores the saved configuration. Saving a different mode replaces the previous assignment mechanism. Custom instructions and automatic rules do not choose hosts together. Existing qualification conditions, weights, or other special configurations appear as Advanced rules. They remain in place until explicitly replaced. If automatic rules and older instructions are both saved, the selector shows the effective automatic mode; the instructions appear only when Custom is selected. Saving unrelated settings preserves the existing configuration.

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Set rules by variable

Use this mode for Nexor-managed meetings when the host depends on a known answer, such as product, location, or eligibility.

1. In the Agent’s Variables, configure an options variable or a Yes/No variable. Free-text and numeric variables are not listed in this editor.
2. Choose Rules by variable, then select the Variable. An options variable shows its saved choices; a Yes/No variable shows Yes and No.
3. For every displayed answer, choose one assigned host or Do not book. For example, Product A can go to Alex and Product B to Sam; an eligibility variable can send Yes to Alex and No to Do not book.
4. Select the page’s Save changes action. Every answer needs a decision before the rules can be saved.

Nexor uses the lead’s saved answer to select the host before offering times. If the answer is missing or does not match a configured choice, the Agent needs to obtain and save a valid answer first. Do not book prevents booking for that answer. Only the mapped host’s available times can be offered. If that host has no availability, Nexor does not substitute another team member. A separate assignment tool or stage assignment must agree with the variable rule; a conflicting assignment does not bypass it. These rules select the host directly and are separate from Custom instructions. Choosing Custom and saving replaces the variable rules; writing host preferences in a prompt does not change a saved variable rule.

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Troubleshooting

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Meetings is missing from the navigation

Confirm that the workspace has an appointment-booking Agent. Meetings stays hidden for workspaces whose Agents do not book meetings.

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Connect your calendar is missing

Confirm that you are signed in as an Owner, Admin, or Member who hosts meetings. The connection belongs to the signed-in user, not another team member.

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The other provider cannot be selected

The host already has an active personal calendar provider. Disconnect it from Integrations before connecting the other one.

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No times are offered

Open My Availability and check that:

• at least one weekday is selected
• every selected range has an end time after its start time
• the timezone is correct
• the date is not under Time off
• the host is assigned to the active meeting type

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The connection needs attention

Reconnect the provider if access expired, permissions were removed, or Nexor reports that reauthorization is required. Booking and rescheduling reserve the host’s availability in that same effective zone, including when the personal timezone option is disabled.