📌 Note: Users must complete the Email & Calendar integration in order to sync their calendar(s). To learn more, visit our Connect Email & Calendar article.
Swivel's Calendar Management feature allows users to sync, view, and manage all connected calendars in one place. Users can see their own appointments and their colleagues' schedules, making it easier to manage time efficiently and avoid double-booking or scheduling conflicts.
Calendar Delegation to Other Swivel Users
Users can now manage who has access to view their Swivel calendar (and their integrated Google or Microsoft Calendar) inside of Swivel.
If you do not have a synced Google or Microsoft calendar account, you can manage delegate access from the Calendar Tab.
Navigate to Calendar
Find your user name in the user list on the calendar. Select the settings cog.
The Calendar Management slide out will appear, where you can toggle on or off any user that can have access to view your calendar events and appointments
Select Save.
If you have a synced Google or Microsoft calendar account, you can manage access from the above steps or you can also manage from the My Integrations in your Settings where you link your account. See Connect Google Calendar or Connect Microsoft Outlook.
Remove Your Access to Other User Calendars
If a user decides they would no longer like to have access to view another Swivel user's calendar, they can remove access by the following:
Navigate to Calendar
Find the user name in the user list on the calendar of who you would no longer be able to view. Select the settings cog.
The Calendar Management slide out will appear, where you can select Leave this Calendar.
Select Save.
⚠️Caution: If you remove your access to view another user's calendar, the only way to regain access is for that user to reauthorize delegate access. Owner/Manager user roles also have the ability to manage calendar delegation through User Management in Settings.
Adding Multiple Users to Appointments and Events
Users have the ability to assign multiple people within a given tenant account to one appointment.
All users selected in this window will also be listed in the appointment details on the Contact page and appointment details slide out.
If any user calendar associated to a given appointment is also synced with Outlook or Gmail, this appointment will sync as well to that given application.
Appointments or events that have multiple users assigned to them will show the count indicator that you would typically fine the initials of the assigned user. By selecting the appointment and opening the details slide, all associated user initials will be listed
Linking Appointments to Contacts
Why some calendar events link to a contact and others do not
When appointments sync into Swivel from Google Calendar (including events created via Calendly), contacts are linked based on the email address present on the calendar event at the time of sync.
How contact linking works
If the calendar event includes the contact’s email address, Swivel can match the event to an existing contact and link it directly to that contact.
If the calendar event does not include an email address, Swivel has no way to identify which contact the event belongs to, and the contact will not be linked at the event level.
Why two similar events may behave differently
It’s possible for two events that look nearly identical to behave differently in Swivel if:
One event includes the invitee’s email on the Google calendar event
The other event does not include the email at the time it synced
In this case:
The event with the email will show the contact linked (clickable name on the calendar and listed in the Contacts field when editing the event)
The event without the email will not have a contact linked, even if it later appears under the contact’s appointment history
Important notes
Swivel cannot retroactively link a contact to an event if the email was missing when the event originally synced
Pending, canceled, and completed events may still appear under a contact’s appointment history if an email match exists, even if the contact is not linked directly on the event itself
This behavior is expected and is based on the data available from Google Calendar at sync time
Best practice
To ensure appointments consistently link to contacts in Swivel:
Make sure Calendly or Google Calendar events include the invitee’s email address
Avoid removing the email from the calendar event before it syncs to Swivel
Canceling an Appointment
When you cancel an appointment in Swivel, the system removes it from your Swivel calendar as well as any external calendars it’s synced with (like Google Calendar or Outlook). This ensures that the time slot is freed up and the cancellation is reflected across all connected calendar systems.
If the appointment was linked to a contact, Swivel will keep the appointment visible in the contact’s record history even after cancellation. This allows you to track past interactions and see that the appointment was scheduled and later canceled, providing better auditability for client activities and follow-ups.