How to Sync Apple Calendar (iCloud) with Your Scheduling Tool

"I put the dentist appointment in my iPhone, but my scheduling software didn't see it, and a client booked over it."

If this has happened to you, you know the pain of purely one-way syncs. Most professional tools (Calendly, etc.) are built for Google/Outlook. Apple Calendar users often feel left behind.

The Problem: "Check" vs "Add"

To avoid double bookings, you need Two-Way Sync:

1. Check: The software looks at your iCloud to see "Busy" times (Dentist, Kid's Soccer).
2. Add: When a client books, the software writes the "Therapy Session" onto your iCloud.

Most tools only do #2. Or they require you to make your iCloud "Public" (Privacy nightmare).

How to Set Up True 2-Way Sync

Since Apple's API is notoriously restrictive (App-Specific Passwords, 2FA), most scheduling tools utilize a bridge.

Method A: The "Direct" Route (OnlyCaly)

OnlyCaly has a native integration that connects to iCloud via secure OAuth.

1. Go to Integrations -> Calendar.
2. Select Apple / iCloud.
3. Sign in with your Apple ID.
4. Select which sub-calendars to check (e.g., "Work", "Home") and which to ignore ("Holidays").

Method B: The "Google Bridge" (The Hack)

If your scheduling software doesn't support Apple:

1. Create a Google Calendar account (even if you don't use it).
2. On your iPhone: Settings -> Calendar -> Accounts -> Add Account -> Google.
3. The trick: Start adding your appointments to the Google calendar via your iPhone app.
4. Connect the Google calendar to your scheduler. Cons: You have to remember to select the right calendar color every time you add a dentist appointment.

Privacy Best Practices

When syncing iCloud:

• Neutral Titles: Ensure your scheduler writes "Appointment" or "Busy" to your calendar, not "Session with John Doe for Depression".
• Shared Family Calendars: be CAREFUL. If you sync your "Family" calendar to check for conflicts, ensure your software doesn't add client appointments to the Family calendar where your spouse/kids can see them. Always set the "Add to" target as your private "Work" calendar.

Troubleshooting

"It says I'm free, but I'm busy!"

• Check "All Day" events. Some software ignores "All Day" events unless you mark them as "Busy" explicitly in Apple Calendar (default is "Free").

"It keeps disconnecting!"

• Apple expires security tokens often. You may need to reconnect every 3-6 months. This is an Apple security feature, not a bug.

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Love Your iPhone? OnlyCaly has one of the robust Apple Calendar integrations on the market. Keep using the pink/purple calendar app you love; we'll handle the booking logic in the background.