Overview
The Smart Calendar & Recurrent Meetings feature allows you to synchronize your external calendar (Google Calendar, Outlook, iCloud, etc.) with Factorial to view real-time availability, schedule recurring meetings, and join sessions directly from your calendar events.
It’s designed to reduce scheduling friction, prevent time conflicts, and streamline coordination between managers and team members.
When and Why It Should Be Used
- Schedule one-on-one or team meetings without switching between tools.
- Automatically detect mutual availability between attendees.
- Set up recurring meetings (e.g., weekly check-ins, monthly reviews).
- Allow participants to join directly from their calendar via integrated meeting links.
- This functionality saves time, ensures clarity in scheduling, and keeps meetings consistent and organized.
How to Use
Connect your calendar
- On your sidebar, go to Talent → engagement→ 1:1 meetings
- Click Connect your calendar
- Select your calendar provider (Google, Outlook, iCloud, etc.) and follow the authorization steps
- Once connected, Factorial will sync your availability in real time
- Click New Meeting
- Add participants → their availability will automatically appear
- Activate the Recurring meeting option
- Choose the frequency (e.g., weekly, bi-weekly, monthly)
- Define an end date or number of occurrences
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Confirm and send invites
- Add the meeting title, description, and location or video call link
- Click Create meeting
All attendees will receive an invitation, and the event will automatically appear in their connected calendars.
- Use the Join link directly from your Factorial calendar or external calendar event.
If meeting slots aren’t appearing or availability isn’t syncing, ensure your calendar is connected with the correct permissions and refresh the Factorial page or reauthorize the connection under Settings → Integrations → Calendar.
Troubleshooting
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Recurrent meetings not updating automatically after changes:
Edit the recurrence settings directly in Factorial; external changes (from Outlook/Google) may not reflect automatically yet.
Delete and recreate the series if sync errors persist.
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Join link missing from the calendar event:
Check that a video conferencing option (e.g., Google Meet, Zoom) was added before sending invites.
Recreate the event with a join link included.
FAQ
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Can I connect more than one calendar?
Currently, each user can connect only one external calendar at a time. You can disconnect and reconnect another if needed. -
Will my personal events appear in Factorial?
No, Factorial only displays your availability (busy/free) to protect your privacy. Event details remain private. -
Can I schedule meetings for other team members?
Yes, if you have the appropriate permissions (e.g., as a manager or HR admin), you can schedule meetings on behalf of your team. -
Are recurring meetings synced across all attendees’ calendars?
Yes, as long as each participant’s calendar is connected, all recurring sessions will appear automatically.