Calendar & Meeting Prep

Connect your calendar to sync meetings and track manually marked meetings in your pipeline. Scheduling-link bookings show their calendar sync status; pending or uncertain writes may need review.

Meetings — calendar sync, pipeline-linked meetings, and attendee tracking

Connect your calendar

Open Meetings and choose Manage calendars. Pilot accounts open calendar settings; other accounts open Integrations.
Choose Google Calendar or Microsoft Calendar and complete the connection flow for your account.
Review the available calendar selection and the calendar used for new bookings. Google accounts support selecting calendars; Microsoft availability also appears in the calendar view.
After a successful calendar refresh, connected events appear in Calendar. Check connection and sync status if an event is missing.

Multi-Calendar Support

Connect multiple Google calendars to a single Kolvera workspace. Each calendar gets its own label and colour on the meetings grid. Set a default calendar for new meetings and assign specific calendars to individual scheduling links.

Per-calendar filtering — toggle calendars on and off from the meetings view to focus on the ones that matter.

Colour coding — each connected calendar has a distinct colour so you can tell at a glance which calendar an event belongs to.

Scheduling link assignment — assign a specific calendar to each scheduling link so bookings land in the right place.

Aggregated availability — scheduling links check busy time from all relevant connected Google and Microsoft calendars. If a required calendar cannot be checked, booking is unavailable until the issue is resolved.

Calendar hub — pilot access

The calendar hub is available to enabled pilot accounts. Connect multiple Google and Outlook accounts together, including secondary calendars. Owned event calendars are selected by default for a new connection; shared, subscribed and special calendars require opt-in. Existing connections keep their choices until you review newly discovered calendars.

Show and block are separate — choose which calendars appear and which block booking availability. Hiding a calendar from the view does not free its busy slots. Select a writable default for new events; existing booking links retain their selected destination.

One personal view — Calendar and Today’s Next commitments use the same selected events, including all-day and overnight events. Proven copies appear once; choose a source copy to inspect or edit it. Free events do not block scheduling.

Accurate status — delayed, disconnected or unchecked sources leave availability unconfirmed. Last known events can remain visible. Provider retry delays appear in Manage calendars; repeated refreshes cannot bypass them.

External events stay external — displaying an event does not create a CRM outcome, meeting reminder or notetaker recording.

Optional team availability

For eligible team plans, sharing starts Off. Choose Busy/free to share time blocks, or Meeting details to share titles, times, locations, organiser and attendee names/emails, provider descriptions and join links from selected owned calendars after reviewing the consent preview. Set each calendar’s visibility separately. Private or confidential events remain busy-only; details from calendars shared with you are not re-shared.

Teammates who opt in appear in the Calendar team picker. Compare availability in an overlay or side by side, then search for shared free time. Hidden blocking calendars or stale coverage prevent a free-slot claim. Shared-slot suggestions do not create meetings or invite teammates; choosing participants and confirming a booking are separate actions. Turn sharing Off to stop subsequent team reads.

Edit the original calendar event

Where pilot editing and provider permissions allow, open an external event and choose Edit event. For a grouped event, choose its calendar copy first. Select only the fields to change, preview the result, and confirm attendee notifications when required. Changes target the original provider event; read-only or attendee-owned copies retain a link to the provider.

Ordinary timed and all-day events are supported. Recurring events offer one-occurrence or whole-series edits, including dates and times for supported repeat patterns. Whole-series dates refer to the original series start; repeat days and timezone stay unchanged. The preview shows the dates checked for availability, and new bookings pause until the change is verified. Complex recurrence rules and “this and following” remain provider-only. Moving events between providers is not supported.

If a change needs review, open Manage calendars → Calendar recovery. Recheck asks the provider what happened; it does not resend the change. Unresolved future time stays held. Missing or ambiguous event identity needs review before an automatic edit can proceed.

Calendar Views

Switch between day, work week, week, and month views on the meetings grid. Toggle between business hours and 24-hour display.

Use Table to search and filter meetings by date and status. Apply, Clear and pagination keep you in Table and preserve your personal or team scope. Calendar has its own date navigation and calendar visibility controls. If availability cannot load, use Retry calendar.

Choose Book a meeting to find or create a contact, then review the booking details. Keyboard users can focus the calendar and use the arrow keys to navigate dates, or open a meeting with Enter.

Callbacks and interviews

Scheduled callbacks appear in your Kolvera calendar, Tasks and the Today schedule for their scheduled day. These views use the same task: rescheduling, snoozing, completing or cancelling it updates what appears. Callback entries do not send calendar invitations.

Before sending an interview invitation, review the Organiser calendar. It defaults to your default connected calendar; choose another connected calendar when needed. The event goes to that calendar, and your other connected accounts are not added as guests. Interview bookings include an optional Include video link checkbox, off by default. Your connected calendar creates the link and includes it in the invitations. Leave it off to use the address or link you enter. Internal interviews invite the candidate; client interviews also invite the client contact.

If a calendar booking needs review, check your connected calendar before trying again. Kolvera holds that booking out of reminders and automatic retries until its outcome is resolved.

Meeting Prep Engine

For eligible meetings, Kolvera can generate an AI-powered prep brief tailored to the meeting type. Review your automation settings or request prep from the meeting; connecting a calendar alone does not guarantee a brief for every event. The engine detects whether it’s a candidate catch-up, BD introduction, client review, or networking call, and builds the brief accordingly.

Type-aware briefs — talking points, verification badges, and a timeline of your history with the attendee, all shaped by the meeting type.

Meeting prep and notes — open prep from a meeting in Calendar or Table. The panel shows the brief and meeting-specific notes. Notes save when you leave the editor or choose Save note; a failed save keeps your text and offers Retry save. Contact notes and recordings remain on the linked profile.

Branded PDF export — export any meeting brief as a branded PDF with your workspace letterhead.

Desk routing — scheduling links route bookings to the correct business context, so the prep engine knows which role or vertical the meeting relates to.

Post-call processing — when post-call processing is requested or an enabled automation prepares it, Kolvera can draft a follow-up email and suggest the next action — all surfaced in the Needs You zone on Today for review. The Review Queue is not a sidebar item; you reach it from there.

Evening meeting preparation — internal pilot

Allowlisted internal accounts can enable personal evening preparation in Settings → Automations. Select your calendars and delivery channels. The default digest time is 20:00 in your effective timezone; the first successful calendar check after that time prepares tomorrow’s calls.

Preparation uses accessible CVs, CRM notes, linked jobs and your owned conversations and transcripts. Missing or ambiguous context raises a prompt alert instead of an invented plan. Each HTML report includes cited facts, an agenda, questions and local meeting times. Reports are available in-app and as an HTML download, with optional email and connected Slack delivery.

This pilot is off by default and deducts no credits. It is separate from paid, on-request candidate and BD preparation. General customer availability and pricing remain pending.

Meeting Notes and capture

Open Meeting Notes from Meetings for authorised transcripts and summaries. Native automatic capture is an internal pilot and needs separate setup and recording consent. It does not start merely because a calendar is connected. See Meeting Notes & Notetaker.

Mark as Booked

On any contact or prospect detail page, click Mark as Booked to log a meeting against that contact. Kolvera creates the calendar event and links it to the contact, advancing the pipeline stage if configured.

Attendee Auto-Add

When a meeting is created from a contact's record, Kolvera automatically adds the contact as a Google Calendar attendee. They receive the connected calendar provider's invitation when the booking is successfully created. No additional action required.

Context Preserved

Meetings retain available contact, company and Desk context. Scheduling-link bookings also retain captured source and campaign tags, including through rescheduling. Public booking does not create a CRM contact or change existing contact details; a meeting may have no linked contact. Source tags describe the shared link, not verified referral evidence.

Meeting outcomes

Calendar and Table show upcoming and past meetings with their outcomes. Record next action adds a note to the meeting; it does not create a task or schedule a follow-up.

Editing a meeting saves the changed details together. Times use the meeting's timezone, shown in the editor. Review the attendee-notification option before saving. If the connected calendar cannot sync, Kolvera shows a warning; check the calendar before repeating the action.

Meeting Lifecycle

Scheduled — meeting is scheduled; check its calendar sync status and any linked contact. No outcome logged yet.

Took place — confirm the meeting happened and record the outcome. Review any resulting next action separately.

No-show — confirm the guest did not attend. Elapsed time alone does not mark a scheduling-link booking as a no-show. An enabled booking follow-up runs only after host confirmation.

Rescheduled — update the existing meeting time and retain its change history.

Cancelled — cancel the meeting and attempt to remove its connected calendar event. Check any sync warning before assuming the external event was removed.