Calendar Integration

Connecting a calendar is what makes guest booking work: show.fm checks your real schedule before offering times to guests, and adds confirmed recordings straight to your calendar.

To get there, open your podcast and go to Podcast Settings → Calendars. If you're a Co-Host on the podcast, use My Calendars in the sidebar instead. The page is titled Calendar Settings.

Connections belong to you

Calendar connections are personal: they belong to your user account, not to a single podcast. Connect once and every podcast you're part of can use them. Everything on this page is yours: nobody else on your team sees your calendar list.

What a Connected Calendar Does

• Prevents double-booking: when guests pick a time, show.fm checks your selected calendars (or the calendars a booking link chooses for itself), plus the calendar that link's bookings are added to, to make sure you're free
• Creates calendar events: once you confirm a booking, an event is created automatically with all the details and your recording link. Connecting a calendar does not turn Google Meet on by itself: the platform is an explicit choice per booking link. If you pick Google Meet, the invite carries a Meet button; on any other platform it carries your own link in the event's location and description
• Keeps things personal: each team member connects their own calendar

Connect Your Calendar

1. Go to Podcast Settings → Calendars
2. Click Connect Google Calendar
3. Sign in with the Google account whose calendar you want to use
4. Grant show.fm access when Google asks

You're returned to the Calendars page, where the new connection and its calendar list appear automatically with a Connected badge. You do not need to refresh the page. If Google access is denied or the connection fails, an error message appears and the Calendars page remains available so you can try again.

show.fm currently supports Google Calendar.

Choose How Your Calendars Are Used

Each connected account shows its calendar list right on the page, loaded automatically. The page has three parts: which calendars are checked for conflicts, your default calendar for new bookings, and where each of your booking links sends its bookings.

Check these calendars for availability

Tick every calendar that should count when show.fm looks for free time. These are your usual calendars: every booking link that names you as calendar owner checks them, unless the link has its own list (see below). Anything busy on them blocks the slot. A Select all button covers the whole list in one click, and read-only calendars (like holiday calendars) are marked with a badge; they can be checked for conflicts but can't hold events.

Some calendars carry a Bookings land here badge. These are the calendars your bookings are created on: your default calendar, plus any calendar one of your active booking links uses. Each link always checks the calendar its own bookings land on, whether or not it is ticked here. Tick it here as well if your other links should avoid its events too. Your show.fm bookings always block your other links, wherever they land.

Tick every calendar you actually use

If you keep work and personal events on separate calendars, select both. Otherwise a guest could book over your personal commitments.

Default calendar for new bookings

Choose the one calendar where confirmed bookings are created, with the details and a meeting link. It can be any calendar you can add events to, on any of your connected accounts, and it applies to every podcast and every booking link that doesn't choose a different calendar.

Only calendars you can write to are listed. Changing your default affects new bookings only: bookings already made keep the calendar they were created on.

Booking links using your calendar

This section lists every booking link, on any of your podcasts, that names you as its calendar owner. Links are grouped by podcast.

Each link has a picker. Leave it on Use my default to follow your default calendar, or pick another of your calendars to send only that link's bookings there. For example, you might keep your default on your personal account and send one show's bookings to a shared podcast calendar on your studio account.

Under the picker, Checks for busy times sets which calendars that link checks. My usual calendars checks the ones you tick above. Only the calendars I choose checks a list for that link alone, from any calendar on any of your accounts, read-only and shared ones included. Either way the calendar the link's bookings land on is always checked. See Choose which calendars are checked for an example.

Only you can choose which of your calendars a link uses or checks. Other people on the team see your choices by name, and an admin can reset them to your default and your usual calendars, but nobody else can pick one of your calendars. If Google refuses a booking on the chosen calendar (because it was deleted, unshared, or you can no longer add events to it), the booking goes to your default calendar instead and the link shows a warning so you can pick another.

Inactive links are listed too, marked Inactive. They take no bookings, so nothing is checked for them until they are turned back on.

Save your changes

When you're done, use the Unsaved changes bar at the bottom of the page: Save changes stores your ticked calendars, your default and each link's choices in one go, and Discard puts everything back. Connecting, reconnecting, and disconnecting accounts apply immediately and skip the bar.

Connect More Than One Calendar

You can connect multiple Google accounts, up to your plan's per-user limit: 1 connection on Free, 2 on Creator, 3 on Studio, 5 on Production House, and unlimited on Enterprise.

These limits are per user, so each teammate gets their own allowance.

When you're already at your plan's limit, clicking Connect Google Calendar shows an upgrade prompt instead of starting the Google sign-in.

Fix a Broken Connection

Calendar access can expire, for example if you change your Google password or revoke access. When that happens, the connection shows a Needs reconnecting badge on the Calendars page along with the error message, and the page's status pill switches to Booking paused if no other calendar is connected.

While an account needs reconnecting, bookings meant for one of its calendars are added to another of your calendars instead, so guests still get their invites.

To fix it:

1. Click Reconnect on the affected connection
2. Sign in with the same Google account

Your choices are kept: the calendars you ticked, your default calendar and any booking link that uses the account pick up where they left off. Reconnecting replaces the broken connection rather than adding a new one, so it works even when you're at your plan's connection limit. If you sign in with a different Google account instead, that counts as a new connection and your plan's limit applies.

Disconnect a Calendar

1. Click the trash icon on the account (its label reads Disconnect followed by the account's email)
2. Click Disconnect to confirm

You can reconnect the account at any time. If it held your default calendar, your default moves to another of your connected accounts, when you have one. Any booking link that used one of its calendars goes back to your default. Bookings already made are not moved.

What's Next?

• Create a Booking Link: start taking guest bookings against your availability, and choose which calendar its bookings are added to
• Manage Availability: set the hours guests can book