Importing events from your calendar

If you keep your bookings on a calendar, Calendar Import brings them into Bootheo so you don't type anything twice. It works with Google Calendar, Outlook, iCloud, and any calendar that offers a private subscription link.

Connect a calendar

From the dashboard, go to Settings → Integrations.
Under Calendar Import, select Add calendar.
Choose where your calendar lives and follow the three steps shown to copy its private link:
Paste the link and choose what to import (see below).
Select Preview. Bootheo shows how many events it will import and a few examples. Nothing is imported yet.
Name the calendar, choose your options, and select Connect.

You can connect up to 5 calendars.

Choosing what to import

Import everything is best when the calendar holds only bookings.
Only titles containing… is for calendars that mix bookings with other things. Enter words that appear in your booking titles, separated by commas (for example booth, 360, mirror). The preview shows what will be imported and what will be skipped, so you can adjust the words before connecting.

What happens after you connect

Upcoming events for the next 12 months import as confirmed, because they're on your booking calendar. If one isn't firm yet, switch it to draft. Each event still needs a booth: pick one from the event's suggestions or edit form so its checklists and gear come in. Until then, the dashboard flags events in the next two weeks with No booth yet.
Bootheo checks your calendar every 15 minutes. Select Sync now on the card to check right away.
Your calendar is in charge of each event's date, time, and location. Change those in your calendar and Bootheo follows. The event's name follows your calendar too, until you rename the event in Bootheo: a name you set yourself is never changed by the sync. Everything else you add in Bootheo (booths, crew, checklists, notes) is never touched by the sync.
The calendar entry's description appears on the event as a read-only From your calendar note that your crew can see.
If you delete an event from your calendar, Bootheo marks it canceled. It's never deleted, so crew and gear history stay. If the event comes back, Bootheo returns it to draft and lets you know.
If a lot of events disappear at once (more than 10), Bootheo cancels none of them and alerts you instead, in case something went wrong with the calendar.
Past events are never changed.

Options

Assign crew from calendar guests. If your calendar invites include crew as guests, Bootheo adds any guest whose email matches a team member to the event. Crew who accepted the invite are confirmed; others are pending until they accept in Bootheo. Removing a guest from the invite removes them from the event. On the first import, each crew member gets one summary notification instead of one per event. You don't need your whole team on Bootheo first: when a crew member joins later, using the email address their calendar invites go to, Bootheo adds them to their upcoming events on the next sync. If that's more than three events, they get one summary notification.

Smart fill. Bootheo Intelligence reads each event's title and description and fills in the setup time when it's written there. It gives each event a short, readable name, so a long calendar title packed with phone numbers and staff names shows as something like "Acme Corp · AI Photo Booth". If the title is already short or there's no clear event name, the calendar title stays. The full calendar title is always shown on the event under From your calendar. It also looks for the client and the booth that was booked. If the client matches someone already in your contacts (same email or phone), Bootheo links them. If not, you'll see a suggestion on the event instead, and nothing is added until you choose. It only fills fields that are empty, and it never changes something you've set. Event details are sent to Anthropic, our AI provider, to do this. You can turn Smart fill on or off at any time.

Suggestions from your calendar

When an imported event mentions a client, venue, or booth type that isn't in your saved records yet, the event shows Suggestions from your calendar:

Client: add them as a new client contact, or link someone already in your contacts.
Venue: save the address as a venue (give it a name), or link a saved venue. Once a venue is saved, future events at the same street address and ZIP link to it automatically.
Booth type: use the matching booth type, add the booked product as a new booth type, or pick one of yours. Linking a booth type brings in its checklists and gear, just like choosing it on the event form.

Select Dismiss to hide a suggestion. A dismissed venue suggestion comes back only if the event's location changes in your calendar.

Removing events you don't want

Open the event and select Not a booth event. Bootheo removes it and won't import it again, even if it stays on your calendar.

Pausing or disconnecting

Pause stops syncing without removing anything.
Disconnect removes the connection. Imported events stay in Bootheo but stop updating. If you reconnect the same calendar later, Bootheo picks the same events back up rather than creating duplicates.

Adding Bootheo events to your own calendar

The Add to Calendar button on an event in the Bootheo app copies it to your personal calendar. Those copies are marked so Calendar Import never brings them back in as duplicates.

If your calendar link is turned off

Some company Google Workspace and Microsoft 365 accounts don't allow private calendar links. If you can't find yours, you can import Google Calendar events with Zapier instead.