Syncing and scheduling in advance

Syncing in advance

In order to keep things fast, Robin performs more accurate syncing the closer to the current date you get. The window for syncing accuracy depends on your calendar system.

  • For Google Calendar, the syncing window is 75 days in advance unless you enable the recurring event feature from Manage > Office > Building > Scheduling policiesThis will sync all events until 2038 when the modern timekeeping system breaks. Changing this setting may take 24 hours to affect all calendars. 
  • For Office 365 and Exchange, the syncing window is 75 days in advance.

 

Calendar syncing for the first time

When you first connect a calendar, we'll automatically sync events that fall within our short term syncing window. This process can take about 20 minutes for brand new connections and then syncing going forward will be instant. Events created a long time ago may not always show up in the schedule immediately. You can still create new events, and we’ll keep you safe if a conflict is discovered.

Events that were created before connecting with Robin that are more than 75 days in advance will show up when they are edited, or once they fall within the syncing window. Robin will continue to prevent double bookings, even if your booking is outside of the syncing window. However, events booked in your native calendar won't appear in the Robin UI until they're within the 75 day syncing window.

Events 15 days in the past will sync over to Robin as well.

Recurring events 30 days in the past will sync to Robin if the recurring event setting is enabled for that space.

Scheduling events (far) in advance

95% of meetings are scheduled less than 90 days in advance. By default, you can schedule a meeting outside the sync window in Robin up to a year in advance, but it may not appear in Robin UI again until the event falls in the syncing window. Unless, as noted at the top of this guide, you're using Google with the recurring event feature enabled then events will appear in the Robin UI until 2038. Note, if your native calendar system has scheduling limitations around this then your event will be declined. 

Don't worry-- this doesn't mean the event does not exist. Robin will prevent anyone from booking over your event. But in order to keep schedules running fast, we won't pull that event into the Robin UI until it gets closer to the current date.

If you notice greyed out calendar dates when trying to schedule an event in Robin that is over a year in advance, this is why. If you’re one of the rare few regularly scheduling meetings more than a year in advance, our friendly support team can make some recommendations.

 

 

Did this article help?