Connect your email and calendar
Connect a rep's calendar so meetings book straight onto it and email to prospects comes from the rep's own mailbox.
Connect a rep's calendar and the meetings your agent books land straight on it, and any email ShowPilot sends a prospect for your team comes from that rep's own mailbox. Prospects deal with a real person on your team from the first invite.
Each rep connects their own work calendar to ShowPilot. The same connection does two jobs:
| Job | What happens |
|---|---|
| Meetings book on the rep's calendar | The invite comes from their calendar, with a Google Meet or Teams link unless the rep has set a personal meeting room. |
| Email to prospects comes from the rep's own mailbox | When ShowPilot emails a prospect for your team, such as the answer to a question the agent passed to a person, it sends from the rep's connected mailbox. Replies go straight to the rep. |
ShowPilot never emails your prospects from a ShowPilot address. If the rep who should send has no connected mailbox, that email is skipped. For an answered question, ShowPilot tries the rep the question was assigned to, then the rep who answered it.
This article covers how a rep connects, and how to check that meetings and email reach prospects.
Before you start
- A ShowPilot account for each rep. Invite them in Team members.
- The rep's Google or Microsoft work login. Each rep connects their own calendar, because the consent screen runs in their browser. An admin can't connect a calendar for someone else.
How do you connect your calendar?
Find yourself in Routing
Go to Inbound → Routing and find your own name in the list of reps.
Connect your calendar
Select Connect calendar next to your name. Sign in with your Google or Microsoft work account and approve access.
Check your status
Back on Routing, your name shows Calendar connected. If you signed in with a different address from your ShowPilot email, the calendar address shows next to your email.
To switch accounts or renew the connection, select Reconnect next to your name.
Before a rep connects a calendar, they can take bookings through a Booking link instead. See Set up meeting booking and Your team and calendars for how meetings and routing work.
Test it
You're ready when a test booking reaches both your calendar and the test inbox:
- Go to Inbound → Routing and check that your name shows Calendar connected.
- On your website, book a meeting with the agent as a test visitor, using an email address you can check.
- The event appears on your calendar, and the invite reaches the test address from your calendar.
Troubleshooting
| Issue | What to check |
|---|---|
| There's no Connect calendar button | You only see it next to your own name. Ask each rep to sign in and connect their own. |
| A prospect didn't get an email you expected | Check that the rep who owns the lead shows Calendar connected. Without a connected mailbox, ShowPilot skips the email. |
Frequently asked questions
Can an admin connect a calendar for a rep?
No. The consent screen runs in the rep's own browser, so each rep connects their own.
Does ShowPilot ever email prospects from a ShowPilot address?
No. Email to prospects always sends from the rep's own connected mailbox. If there isn't one, the email is skipped.
Who sends the answer to a question the agent passed to a person?
ShowPilot tries the rep the question was assigned to, then the rep who answered it. Replies go straight to that rep.
Can a rep take meetings before connecting a calendar?
Yes, through a Booking link. See Set up meeting booking.