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The Benefits of Synchronizing Google or Outlook Calendars with the IntelliKid Scheduler

While being logged into your IKS account, access details on syncing your calendar within our Help Center here.


In today's fast-paced world, efficiency and organization are key to managing a successful child care center. One area where time and scheduling management can greatly impact your productivity is in the coordination of tours and appointments. At IntelliKid Systems, we understand the importance of seamless scheduling, which is why we offer the option to synchronize your Google or Outlook calendars with our scheduler. In this blog post, we will explore the benefits of this integration and how it can enhance your daily operations.



By synchronizing your Google or Outlook calendars with our scheduler, you can ensure that your scheduled tours are seamlessly displayed on your school's calendar for your administrative team. This integration eliminates the need for manual entry or switching between different platforms, saving you time and reducing the risk of double bookings or scheduling conflicts. With the tours appearing directly on your calendar, you and your staff can easily visualize your daily schedule and better prepare for each tour, ensuring a smooth and professional experience for your prospective families.


To further enhance your scheduling capabilities, IntelliKid Systems offers the option to enable the "Unavailable Times from Connected Calendar" feature. This powerful setting allows your scheduler to view your connected Google or Outlook calendar and automatically block off any times you have marked as busy. For example, if you have a day dedicated to parent-teacher conferences or staff meetings, marking it as "busy" in your connected calendar will ensure that these times are not displayed as available for tour bookings.


This feature provides tremendous convenience and time-saving benefits. Instead of manually blocking off dates and times on your scheduler, you can rely on your existing calendar events to automatically update your availability. It streamlines your scheduling process and ensures that you never miss important events or accidentally schedule tours during busy periods.


Synchronizing your calendar with the IntelliKid scheduler not only enhances your scheduling accuracy but also saves you valuable time. With the integration in place, you eliminate the need for manual data entry, reducing the risk of errors and saving you from the tedious task of duplicating information across different platforms. Your calendar and scheduler are seamlessly connected, ensuring that any changes or updates made in one system are reflected in the other, in real-time.


Furthermore, the automatic blocking of busy times from your connected calendar saves you precious minutes that can be better spent on other important tasks. This feature eliminates the need for constant monitoring of your calendar and manually adjusting your availability. You can focus on providing exceptional care and support to your existing families while effortlessly managing your tour schedule.


To get started, follow these simple steps:


  1. Access Location Settings: Navigate to the Menu and select "Settings." From there, click on "Locations" and choose the specific location you want to sync your calendar with.

  2. Scheduling / Calendar Settings: Scroll down until you reach the "Scheduling / Calendar Settings" section. Click the down arrow to expand the options.

  3. Grant Calendar Access: Follow the instructions provided to grant IntelliKid Systems access to your calendar. This step ensures seamless communication between your tour scheduler and your Google or Outlook calendar.

  4. Select Your Calendar: Once access is granted, choose the calendar you want to sync with IntelliKid Systems. This allows all scheduled tours and related events to be displayed on your chosen calendar.

  5. Sync Lead Scheduled Dates (Optional): You will also find a checkbox that allows you to sync your already scheduled lead dates to your Google Calendar. If you wish to enable this feature, simply check the box.

  6. Save Your Selections: After making your desired selections, click the "Save" button to save your calendar preferences.


To further optimize your calendar synchronization, we recommend adding the "Unavailable Times" setting. This feature prevents tour availability from being displayed during specific events or busy periods on your calendar. To enable this setting, follow these additional steps:


  1. Add Unavailable Times: In the "Unavailable Times" section of the settings, click the "+ Add New" button.

  2. Save and Edit: After adding the unavailable times, click "Save" to confirm your selection. To make any adjustments or modifications, click the pencil icon to edit. Should you wish to remove an entry, simply click the trash can icon.


With your calendar now connected, you will enjoy a seamless integration between your IntelliKid Systems tour scheduler and your Google or Outlook calendar. All your scheduled tours will be automatically reflected in your external calendar, providing a comprehensive overview of your appointments and events.


Please note that each location can only have one calendar linked to it. This ensures accuracy and avoids any potential conflicts that may arise from multiple calendar sources.


By syncing your calendar with IntelliKid Systems, you unlock the power of streamlined organization and increased efficiency. Say goodbye to manual data entry and enjoy the convenience of having all your appointments and events in one centralized location.


We hope this guide has been helpful in setting up your calendar synchronization. Should you encounter any difficulties or have further questions, our dedicated support team is always available to assist you.

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