If a teammate shared their Outlook calendar with you but it isn't showing in Recruiterflow when you go to schedule, the problem is almost always on the Outlook side — not Recruiterflow.
What's happening
Microsoft changed how shared calendars are stored in Exchange. Calendars that were shared under the old method don't reliably sync to third-party apps like Recruiterflow. The fix is to remove the existing share and re-create it through Outlook on the web, which stores it under the new model.
How to fix it
Both the calendar owner and the person who needs access should sign in to Outlook on the web (not the desktop or mobile app) and complete these steps in order:
The recipient removes the previously shared calendar from their calendar list in Outlook on the web.
The owner re-shares the calendar from Outlook on the web, with the appropriate permission level (at minimum, Can view all details).
The recipient opens the new share invitation in Outlook on the web and accepts it.
Practical example
Priya can't book interviews on her manager Dan's calendar from inside Recruiterflow, even though Dan shared it months ago. Dan signs into Outlook on the web, removes Priya from the share, and re-shares the calendar to her with Can view all details. Priya removes the old entry from her own Outlook calendar list, then accepts the fresh invite. Within a few minutes, Dan's calendar appears in Recruiterflow when she opens the interview scheduler.
Things to know
The remove-and-reshare must happen in Outlook on the web. Doing it in the Outlook desktop app or mobile app won't switch the share to the new model, and the calendar will keep failing to sync.
After accepting the new share, give Recruiterflow up to 15 minutes to re-sync. If the calendar still doesn't appear, disconnect and reconnect your Outlook integration from your Recruiterflow profile settings.
This only affects Outlook and Microsoft 365 accounts. Shared Google Calendars use a different mechanism and aren't impacted.
If multiple recipients are affected, each one has to remove and re-accept the share on their end — there's no bulk fix on the owner's side alone.