Providers: Appointments not automatically appearing on external calendar

If students are successfully booking sessions in Penji, but the appointments are not appearing on a provider's calendar, the issue is typically related to the calendar provider's security or invitation settings rather than Penji itself.

Penji sends calendar invitations from:

[e-mail]

Some calendar providers only automatically add invitations from trusted senders, contacts, or users within your organization. As a result, the appointment exists in Penji but may not automatically appear on the provider's calendar.

Why This Happens

This can occur because of:

• Individual calendar security settings
• Organization or domain-level security policies
• Updates to Google Workspace or Microsoft 365 security settings
• External meeting invitations being treated as untrusted

If these settings are managed by your institution, you may need to work with your IT Department to make the necessary changes.

How to Resolve: Google Calendar

Option 1: Allow Calendar Invites From Everyone

Here's Google Help Guide that walks through these steps in full detail

1. Open Google Calendar

2. Click the ⚙️ Settings icon

3. Go to Event Settings

4. Under “Add invitations to my calendar,” select: From everyone

Option 2: Add Penji as a Contact

Here's a Google Help Guide that walks through these steps in more detail.

1. Open Google Contacts

2. Add a new contact:

   • Email: [e-mail]

3. Save

How to Resolve: Outlook Calendar

Outlook organizations may block or filter meeting invitations from external senders depending on mailbox or Microsoft 365 security policies.

Option 1: Add Penji to Safe Senders

If you're using the new Outlook, you can add Penji's invitation email to your Safe Senders list.

1. Open Outlook.
2. If you have multiple accounts, select the account you want to update.
3. Go to Settings (⚙️) > Mail > Junk email.
4. Under Safe senders and domains, select + Add safe sender.

5. Enter:

   Email: [e-mail]

6. Select OK, then Save.

You can also follow Microsoft's guide for more detailed instructions: Add recipients to the Safe Senders list in Outlook

Option 2: Contact Your IT Department

Many schools use Microsoft 365 or Exchange policies that control how external meeting invitations are handled.

If adding Penji to Safe Senders does not resolve the issue, ask your IT Department to verify that:

• External meeting invitations are not being blocked or filtered.
• Invitations from [e-mail] are permitted.
• Exchange or Microsoft 365 security policies are not preventing external calendar invitations from being processed.

Important Notes

• The appointment still exists in Penji, even if it does not appear on the provider's calendar. 

• Providers can always access upcoming appointments directly from Penji. 

• If needed, providers can manually add the event using the calendar invitation included in the confirmation email.