Connecting Your Microsoft Calendar

Connect Microsoft 365 or Outlook so LeadFuel can show your real availability and send invitations from your own account.

2 minutes6 steps

Before You Start

A signed-in LeadFuel account on the Pro or Enterprise plan
A Microsoft 365 or Outlook account whose calendar you actually use
In some organizations, IT administrator approval (see below)

Understand What Connecting Does — and Doesn't Do

Connecting Microsoft 365 or Outlook does two things: LeadFuel can show your real availability when you schedule from the booth, and invitations are created on your own calendar so they come from you rather than from LeadFuel.

Connecting is optional. Scheduling works without it — you set times manually and LeadFuel sends the invitation on your behalf. Connecting upgrades the feature; it does not switch it on.

It is also per-user. Each rep connects their own calendar, and connecting yours does not affect anyone else on your team.

Connect Your Calendar

1Go to Settings → Integrations → Calendar
2Click Connect Microsoft Calendar
3Sign in with the Microsoft account whose calendar you actually use
4Approve the permission request

The card then shows the connected email address.

Sign in with the account you genuinely live in. Connecting a secondary account with an empty calendar is the usual cause of suggested times that look identical every day — every slot really is free.

If Your Administrator Has to Approve It

Many organizations block third-party applications until an IT administrator approves them. If you see a message about needing admin approval, send your administrator this request:

> Please approve LeadFuel for calendar access in Microsoft Entra. It requests delegated permissions for Calendars.ReadWrite, User.Read, and offline_access — calendar access only, with no access to mail, files, or contacts.

Connect again once approval has been granted.

See What Changed

Suggested meeting times. Not connected: not shown, you set the time manually. Connected: your real availability, 8:00 AM to 6:00 PM in your own timezone.

Who the invitation comes from. Not connected: meetings@lead-fuel.com, with your name and address on it. Connected: your own calendar account.

Rescheduling and cancelling. Not connected: contact the prospect directly. Connected: change it in Outlook and the prospect's copy updates automatically.

Accept and decline responses. Not connected: not tracked. Connected: visible on your calendar, as with any meeting you organize.

Know What LeadFuel Can See

LeadFuel reads only whether a block of time is free or busy. It does not read meeting subjects, attendees, locations, or notes, and it does not store the contents of your calendar.

Access is limited to calendar read and write — no mail, no files, no contacts.

Your access credentials are encrypted before they are stored. Disconnecting deletes them, and deleting your LeadFuel account deletes them as well.

Disconnect Whenever You Want

Go to Settings → Integrations → Calendar and click Disconnect.

Scheduling keeps working after you disconnect — invitations go out from LeadFuel instead, and suggested times stop appearing.

Troubleshooting

"Your previous connection stopped working"

Your password changed, or access was revoked by you or an administrator. Reconnect from the same card under Settings → Integrations → Calendar.

Suggested times look wrong, or are always identical

Check which account is connected — it may be an account whose calendar is empty, in which case every slot genuinely is free. Disconnect and reconnect with the account you actually use.

Google Calendar is not offered

Google Calendar cannot be connected — Microsoft 365 and Outlook are the only options. Scheduling still works: you set times manually and LeadFuel sends the invitation. Prospects on Google Workspace receive and accept those invitations completely normally.

The connect button does nothing

Calendar integration may not be configured for your environment. Contact support.

My admin has to approve the app — what do I send them?

Send them this: "Please approve LeadFuel for calendar access in Microsoft Entra. It requests delegated permissions for Calendars.ReadWrite, User.Read, and offline_access — calendar access only, with no access to mail, files, or contacts." Then connect again once approval has been granted.

Do I have to connect a calendar to schedule meetings at all?

No. Scheduling works without a connected calendar — you set the time manually and LeadFuel sends the invitation on your behalf, with your name and email address on it. Connecting adds suggested times, makes you the true organizer, and lets you reschedule in Outlook.

Need more help?

Check other tutorials or reach out to our team.

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