Appointment Field: Jotform and Microsoft calendar integration

Hey there! I am having issues with a form i created. I am using the appointment integration with microsoft outlook calendar.

My goal is to use it for our employees to use this to request time off. I have the workflow and everything working just fine, BUT the calendar is graying out dates and im not sure why.

I am just in testing mode, and have only "scheduled" a few dates. I have deleted them since, AND cleared the cache. They are still showing greyed out.

Additionally, we need the "appointments" to be able to "overlap", as in, even if there is already something on the calendar, to still show/be available regardless.

I am not seeing anywhere in the Appointment Properties where we can change that.

Hi Jeannie,

Thanks for reaching out to Jotform Support. I'll need a bit of time to look into this, and I'll be back as soon as I can.

Thanks for your patience and understanding, we appreciate it.

Hi Jeannie,

With the new update on the Appointment field, keep in mind that the appointment slot goes two way, so if you have date/time slot that were manually booked in your calendar, it will show as booked in your appointment field as well. So technically, it syncs both ways.

As for your question about appointments need to overlap, can you explain a bit more about it? Currently, say for example on May 3rd, you have time lots between 9 AM to 11 AM in your appointment field, with 15 mins duration. Then in your Outlook calendar, 9 AM up to 11:45 AM is already occupied, so technically, in your appointment field, timeslot between 9 AM to 11:45 are automatically disabled.

Let us know if you have any other questions.

Yes, so what i would really like to be able to do is for employees to just click a date, and choose a time RANGE manually if possible. Or is there a way to remove the time function?

As mentioned, I am trying to utilize the appointments as an employee time off request so that once approved it gets automatically added to the calendar.

So what you are saying is that if there are any MANUAL inputs on the calendar, this appointments function wont allow it to "book"?

Hi Jeannie,

You're correct. If the Appointment field in your form detects that the connected calendar has an input in it that's within the field's date and time range, then it won't be possible to use or to be booked on. Note that the purpose of the new feature to connect a calendar with the Appointment field is to sync data. That means, whatever data is available in the Appointment field will reflect on the connected calendar, and vice versa.

As for removing the time slots in an Appointment field, unfortunately that's not possible. But, it's possible to hide the time slots from the said field by injecting custom CSS codes in your form, but this doesn't mean their function is revoked. That means, the time slots are still in the Appointment field, only that they're hidden from the form when accessed and filled out by form users. This also means their functionality with any connected calendars will still be the same. If the said field detects that the time slot specified in it is booked from the calendar's end, it might get unavailable to the form. This will eventually make the affected date unavailable as well, granted that all the time slots for a given date have been booked already. Let me show you how to hide the time slots from the Appointment field:

1. First, copy the code below:

.appointmentDates {   display : none!important; }

2. In Form Builder, click on the Paint Roller icon on the right side of the page to access Form Designer.

3. Go to the Styles tab, and scroll down to Inject Custom CSS.

4. In the box below it, paste the code and automatically, the time slots in the appointment field will be removed. This applies to all the fields of the same type, if there are multiple fields like it. Changes are saved automatically.

Give it a try and let us know if you have any other questions.

so will it allow a "double booking/overlapping" if they both come from the jotform platform to the calendar?

Hi Jeannie,

Unfortunately, that's not possible, as explained earlier. For example, if a booking or input has been made to the Appointment field for the date May 10, 2025, at 8:00 AM, it will be passed over to the connected calendar, to have it saved there. That means, the connected calendar will be booked as well with the same date and time, and will be saved accordingly unless it's removed manually from the calendar itself. The same goes when done the other way around, that is, if a booking is made or if an input has been set to the connected calendar on May 10, 2025, at 8:00 AM, this info will reflect on the connected form's Appointment field. So in such cases that it's the last slot available for the said time and date in the Appointment field, it won't be available anymore to be booked to.

The only way to overlap this is if the Appointment field's Maximum Appointment Per Day settings is set to more than one. That means, multiple users can book the same day and time so long as there's still slots left, until such time that all available slots have been booked. You can either set a specific number of maximum appointments per day, or leave it blank to indicate that they can be booked with unlimited slots. Let me show you how:

1. In Form Builder, go to the Appointment field, and then click on it to access its settings.

2. In the Appointment Properties window on the right, go to the Limits tab.

3. In the Maximum Appointment Per Day field, set a specific number to it, or leave it blank for unlimited slots.

This will allow form users to book an appointment using your form indefinitely. Do note though that since you're connecting the said field to your Microsoft Calendar, you have to make sure that it can also accommodate or save multiple slots (or unlimited slots, if needed). This way, they can be synced properly and avoid unnecessary errors or unsaved bookings. To know more on how to manage this, you can click on this link from the Microsoft Learn page about Microsoft Bookings scheduling policy.

Reach out again if you need any other help.