Calendar Sync Problems

Introduction

Calendar sync enables automatic bot joining for scheduled Zoom and Teams meetings. If your bots aren't joining automatically, this guide helps diagnose and fix calendar synchronization issues.

How Calendar Sync Works

Understanding the auto-join process helps troubleshoot issues:

The auto-join process:

NoteWave checks your calendar every 15 minutes via cron job
Looks for meetings starting within the next 60 minutes
Extracts meeting links from calendar events
Schedules bots to join 1 minute before start time
Bot automatically joins your meeting

Platform Support

Calendar sync is available for Zoom and Microsoft Teams integrations only. Google Meet does not support calendar integration yet.

Check Integration Status

First, verify your calendar integration is properly connected.

Steps to verify:

Go to Settings → Integrations
Check if Zoom or Teams shows a green "Connected" status
Look for the last sync timestamp
Verify "Auto-join" toggle is enabled

If the integration shows "Disconnected" or has a red warning, click "Reconnect" and re-authorize the connection.

Token Expiration Issues

OAuth tokens expire periodically and must be refreshed.

Automatic Refresh

NoteWave automatically refreshes tokens with a 5-minute buffer before expiry.

Manual Reconnection

If auto-refresh fails, disconnect and reconnect your integration manually.

Token Revoked

If you change your Zoom or Teams password, or revoke app permissions, the token becomes invalid. You must reconnect the integration.

Meeting Requirements

Not all calendar events trigger auto-join. Meetings must meet specific criteria:

Requirements for auto-join:

Meeting must be on your connected calendar
Must have a valid Zoom or Teams join link
Must start within 60 minutes (scheduling window)
Must not already have an active bot for the same URL
Meeting must not have started more than 10 minutes ago

Zoom-Specific Issues

Common Zoom calendar sync problems and solutions:

Troubleshooting Zoom sync:

No meetings syncing - Check if you have "Schedule Meeting" permission in Zoom
Old meetings showing - Zoom API returns past meetings; NoteWave filters them automatically
Missing recurring meetings - Ensure recurring series has future instances
PMI not syncing - Personal Meeting ID (PMI) meetings may require manual bot joining

Teams-Specific Issues

Microsoft Teams calendar sync has unique considerations:

Troubleshooting Teams sync:

Admin approval required - Some organizations require IT admin consent for calendar access
Webhook subscriptions - NoteWave uses Microsoft Graph API webhooks which auto-renew every 2.9 days
Delegate calendars - Meetings on delegated calendars may not sync; use your primary calendar
External meetings - Meetings organized by external users may have limited access

Organization Permissions

If you see "Admin approval required," contact your IT department to approve the NoteWave app for your Microsoft 365 tenant.

Cron Job Timing

The calendar sync runs on a schedule, not in real-time.

Checks calendar every 15 minutes
Looks ahead 60 minutes for upcoming meetings
Schedules bots to join 1 minute before start time
Deduplicates by calendar event ID and meeting URL

If you create a meeting less than 15 minutes before it starts, the bot may not be scheduled in time. Use manual "Link Meeting" option instead.

Manual Calendar Sync

Force a calendar refresh to check for new meetings immediately.

How to manually sync:

Go to Integrations page
Click "Sync Now" button next to your Zoom or Teams connection
Wait for the sync to complete (usually 5-10 seconds)
Check your Dashboard for newly scheduled bots

Still Not Working?

If calendar sync still fails after trying all troubleshooting steps:

Fallback Option

You can always use the "Link Meeting" option to manually send a bot to your meeting with the direct URL, bypassing calendar sync entirely.

For persistent calendar sync issues, contact support at contact@blazesolutions.ai with your integration type (Zoom/Teams) and a description of the problem.