Calendar Sharing with Motivo

What does it mean to share your calendar with Motivo?

Connecting your calendar to Motivo helps make scheduling easier while keeping your personal events private. We only use what is needed to show your availability and keep your calendar up to date.

What we actually look at and use:

• Start and end times of your events to calculate your availability
• Session IDs for Motivo events so we can update or cancel them if needed

What we do with this:

• Show your available time slots to supervisees for booking
• Add Motivo sessions to your calendar
• Match you with new opportunities that fit your schedule

What we do not do:

• We do not read the titles or content of your events
• We do not change or delete anything we did not create
• We do not share your calendar with anyone

You can click Preview booking page in your calendar settings to see exactly what supervisees will see. You stay in control and can disconnect your calendar at any time

The video below shows a sample booking page to help you understand what your supervisees will see. This is just a demonstration, not your actual calendar.

What does a Motivo session look like on your calendar?

When a supervisee books a session with you through Motivo, we automatically add the session to your connected calendar. This keeps everything in one place and helps you stay organized.

When a session is booked through Motivo, we add it to your calendar automatically. The event will include:

• A session title like “Motivo session with [supervisee name]” or “Motivo session with [employer name]”
• The date and time
• A secure link to join

Motivo marks these sessions as private. Anyone who has access to your calendar will only see that you're busy, not the session title or details.

Note: You can only modify or cancel sessions in your Motivo dashboard. Changes made directly on your calendar will not sync back to Motivo.

While the screenshot below shows the full session title, Motivo automatically marks these events as private when they are added to your calendar. This means others who have access to your calendar will only see that you are busy. They will not see the session name or any details.

How do I connect my calendar?

1. Log into Motivo.
2. Click the profile image in the top right of the screen.
3. Select Settings > Calendar.
4. Click the Connect button next to Google or Microsoft.
5. Select all the permissions on the next screen.
6. Select which calendar you'd like events to appear on.

That's it! New sessions booked will begin appearing on your calendar.

See this video for a full walkthrough of the calendar connection workflow.

Now customize your calendar for supervision sessions

Make scheduling work for you and your supervisees with our easy-to-use calendar customization options. Here's a quick guide on how to adjust your Motivo schedule so that it aligns perfectly with your availability. This way, you ensure that you're only available for bookings when it's most convenient for you.

This feature:

1. syncs sessions from Motivo to your Google/Microsoft calendar so you can see your sessions where you see your schedule
2. allows your supervisees to see your availability and propose times for sessions
3. helps Motivo find you the best matches that fit your schedule

How do I set my booking preferences?

1. Minimum notice: Start by deciding how many hours in advance supervisees must book sessions and intro calls.
2. Buffer time: Choose the amount of buffer time between events on your calendar.
3. Booking approval: Decide if you want supervisees to instantly book or if you prefer to approve each session, requiring supervisees to request a session.
4. Set availability: Tailor your calendar to reflect when you're available for bookings.

How do I set my availability schedule?

• Customize your days: Simply add times to the days you are available & deselect or hit the trash icon for days you are not available.
• Adjust time intervals: To set specific times for availability, click the "+" button. This lets you add new intervals where you're open to accepting sessions

See this video to know how to customize your availability

How does my supervisee propose sessions?

Once you've connected your calendar, you’ll see a variety of options on the calendar settings page that let you control when supervisees can propose sessions with you.

Your supervisee can propose sessions with you from their sessions page. We recommend discussing this feature with them and sending them this help center article.

How do I approve or decline sessions?

1. Go to your Session tab
2. Select the Pending tab
3. Select the Actions button and click accept or decline session

See this video to know how to accept or decline page.

Please note: By actively updating your calendar to accurately reflect your availability, you make scheduling smoother for both yourself and your supervisees. This accuracy is important for our team to identify your available times for supervision opportunities efficiently. Please ensure your calendar is always up-to-date with any changes to maintain optimal scheduling and maximize opportunities on the Motivo platform.

Frequently Asked Questions

Is this feature mandatory?

No. Connecting your calendar is optional and will not affect your ability to use the Motivo platform.

If you opt to use it, then change your mind, you can disconnect your calendar at any time.

How do sessions sync work?

The calendar sync behaves in the following way:

• Creating sessions: When you create a session in Motivo, an event is automatically created in your connected external calendar.
• Rescheduling sessions: If you reschedule a session in Motivo, the associated calendar event is updated to reflect the new time and attendees.
• Deleting sessions: Deleting a session in Motivo will remove the corresponding event from your external calendar.

Note:

• The sync is one way — editing events in your external calendar will not affect your Motivo sessions.

• Only sessions booked after connecting your calendar will appear

What information will the calendar events contain?

Motivo session events include the date, time, a join link, and a note that they were created by Motivo. These events are marked private, so others with access to your calendar will only see that you are busy — not the session name or details.

Will my calendar data be safe?

We prioritize your privacy and data security, but please be aware of potential risks if your calendar contains sensitive information, including but not limited to any Protected Health Information of your clients.

We advise you to review your calendar for sensitive information before enabling this feature. For detailed information on data usage, security measures, and your rights regarding this feature, please read our full privacy policy.

How will I receive notifications or reminders about my sessions once my calendar is synced?

You will receive reminders and notifications based on your external calendar's settings. Motivo will continue sending you session reminder emails unless you unsubscribe from them using the link in the email.

How often does the calendar sync with the Motivo platform?

The sync occurs in real-time. Changes made to sessions in Motivo will reflect on your calendar shortly after.

Where can I update my availability?

You can go to your calendar settings page anytime to update your availability and other calendar preferences.