With calendar synchronization, you connect the Kibi calendar with your existing Google Workspace or Microsoft 365. Appointments, absences, and room bookings are automatically synchronized—in both directions.
Connect personal appointments: Appointments from your Google or Outlook calendar automatically appear in Kibi and vice versa.
Avoid double bookings: Since both calendars are always up to date, your employees can immediately see when someone is available.
Link rooms and vehicles: Your organization’s resource calendars (conference rooms, vehicles) can be directly connected to Kibi. Bookings from Kibi appear there automatically—and vice versa.
Flexible privacy settings: Each person chooses whether external calendars see the full appointment content or only availability.
You use Google Workspace or Microsoft 365.
You have administrator rights with your provider for the one-time setup in Kibi.
The calendar synchronization module must be activated in Kibi for your organization.
For Kibi Admins: Activation is done once under Administration → Modules → Calendar Synchronization → Install. After installation, switch to the Configuration tab and enter your provider’s access data there. Employees can only connect their calendar once the setup is complete.
Outlook: We are preparing a central Kibi Connect app in the Google Workspace Marketplace and Microsoft AppSource. Once the provider verification is complete (expected in 2–3 months), setup will require just one click in the Marketplace—the manual entry of client ID and secret will no longer be necessary. The variant described here will remain available for customers with special compliance requirements.
There are two models for how employees can connect their calendars with Kibi:
Each person connects their own calendar independently via their profile. This takes a few clicks and does not require IT support.
The assignment between the Kibi account and the Google or Microsoft account is done via the email address. The provider authenticates the person with the business email—this must match the email address stored in Kibi.
As an admin, you activate access for your entire organization once (Google: Domain-Wide Delegation; Microsoft: Application Permission). All employees are then automatically assigned to the corresponding provider accounts via their email address—without individuals having to do anything. Each person can unsubscribe individually at any time via their profile.
Criteria |
Per Employee |
Central (Organization-Wide) |
|---|---|---|
Setup effort |
Each person once themselves |
Admin once—then automatic for all |
Control options |
Each person decides for themselves |
Organization controls access centrally |
Suitable for |
Small teams, voluntary use |
Larger organizations, uniform rollout |
Can unsubscribe? |
Yes, at any time via profile |
Yes, at any time via profile |
This step requires administrator rights in Google Workspace and in Kibi.
Go to the Google Cloud Console and create a connection once. A step-by-step guide to the Google Cloud Console can be found in the official Google documentation:
Google Cloud Console — Setting Up OAuth 2.0
Summary of the necessary steps:
Open the Google Cloud Console.
Create a new project or select an existing one.
Enable the Google Calendar API for the project.
Create OAuth 2.0 credentials (Type: Web Application) and enter the redirect address that Kibi displays under Administration → Modules → Calendar Synchronization → Configuration.
Copy the Client ID and Client Secret and enter both in Kibi.
Click Check Connection — Kibi confirms whether the connection is successful.
If all employees are to be automatically connected, activate domain-wide sharing:
Create a service account in the Google Cloud Console and download the access key.
In the Google Workspace Admin settings, under Security → API Controls → Domain-Wide Delegation, enable the permission for the service account.
Upload the access key in Kibi under Administration → Modules → Calendar Synchronization → Configuration.
The exact paths in the Google Admin Console may change with Google updates. Current instructions can be found in the Google Workspace Documentation.
This step requires administrator rights in your Microsoft 365 tenant and in Kibi.
Register Kibi as an application in your Azure Portal:
Open the Microsoft Entra Portal and navigate to App Registrations.
Click New Registration and assign a name (e.g., Kibi Calendar).
Enter the redirect address that Kibi displays under Administration → Modules → Calendar Synchronization → Configuration.
Under API Permissions, assign the permissions Calendars.ReadWrite and User.Read (Delegated).
Under Certificates & Secrets, create a new client secret.
Copy the Application ID, Directory ID (Tenant ID), and the Client Secret and enter everything in Kibi.
Click Check Connection.
For all employees to be automatically connected, you as an admin must grant consent for the entire organization:
Additionally assign the permission Calendars.ReadWrite (Application) and click Grant Admin Consent.
Alternatively, open the consent URL that Kibi displays under Administration → Modules → Calendar Synchronization → Configuration in a browser where you are logged in as a Microsoft tenant admin.
Current instructions for app registration can be found in the Microsoft Documentation.
Once your admin has completed the setup, connect your personal calendar in a few steps:
Open My Profile → External Calendar → Manage Connected Calendars.
Click Connect and select your provider (Google or Microsoft).
You will be redirected to your provider’s login page. Log in with your business email and grant access permissions.
Kibi confirms the successful connection. Your appointments will now be automatically synchronized.
You control which appointments are synchronized:
Personal appointments: Appointments you create directly in Google Calendar or Outlook.
Invitations from Kibi: Meetings and appointments you have been invited to in Kibi.
Absences: Vacations and other absences from Kibi.
Vehicle bookings: Vehicle reservations made via Kibi.
Each category can be enabled or disabled individually. The settings can be found under My Profile → External Calendar → Manage Connected Calendars.
You choose how many details are transferred during synchronization. The setting applies in both directions:
Setting |
Kibi → Google/Microsoft |
Google/Microsoft → Kibi |
|---|---|---|
Full Details |
Title, description, and all content are transferred |
Title, description, and all content appear in Kibi |
Show Availability Only |
Only "Busy" — no title, no description |
Only "Busy" — no title, no description visible |
The privacy setting applies in both directions: Appointments from Kibi appear externally only as "Busy," and external appointments appear in Kibi also without title, description, or location. Practical, for example, for executive appointments that are confidential in Google and should only appear as an availability block in Kibi. You can change your privacy setting at any time via My Profile → External Calendar.
Your organization’s resource calendars (conference rooms, vehicles) can be directly linked with Kibi. This ensures that bookings from both systems are always visible—without manual maintenance.
In Kibi, go to Administration → Rooms & Vehicles (under "Content" in the admin menu):
Create a new resource or open an existing one.
Under External Calendar, select the appropriate calendar from the list of available resource calendars in your organization.
Save. Bookings from Kibi will now appear in the external calendar and vice versa.
The list of available resource calendars is automatically loaded from your Google Workspace or Microsoft 365 once the connection is established.
Your access data is stored encrypted and not passed on to third parties.
When disconnecting, the access permissions with your provider are automatically revoked.
Already synchronized appointments remain in Kibi but are no longer updated.
Data processing takes place exclusively in the EU. Kibi is GDPR-compliant.
My connection has expired—what should I do?
Open My Profile → External Calendar → Manage Connected Calendars and click Reconnect. You will be redirected to your provider’s login page again. After logging in, synchronization will continue automatically.
How does the privacy mode differ?
Full Details: Both directions transfer title, description, and all content of the appointments. Kibi appointments are fully visible in the external calendar, and external appointments appear in Kibi with all details.
Show Availability Only: In both directions, only the fact that the time slot is occupied is transmitted—without title, description, or location. This keeps confidential appointments protected on both sides.
How do I disconnect the connection?
Open My Profile → External Calendar → Manage Connected Calendars and click Disconnect. The access permissions with your provider will be automatically revoked.
What happens to appointments I delete in Google Calendar or Outlook?
Appointments you delete in your external calendar are automatically removed from Kibi as well. This applies in both directions: Appointments you delete in Kibi also disappear from your external calendar.
Can I connect both Google and Microsoft at the same time?
Yes. You can connect both providers simultaneously. Kibi will then synchronize appointments with both external calendars. The privacy setting applies separately for each connection.
What happens if I change my external calendar or delete my account?
If your external account is deleted or permissions are revoked, Kibi automatically stops synchronization and notifies you. Already synchronized appointments remain. You can create a new connection at any time.
Which email address do I need to use when connecting?
Please use the same business email address when connecting that is stored in your Kibi profile. Kibi matches your Kibi account and your Google or Microsoft account based on this email address. If they differ, the connection cannot be established.