Moving to Planim
Step-by-step guide to transitioning your team from Google Calendar or Outlook.
Why Move to Planim
If your team uses Google Calendar or Outlook for scheduling, you already know the pain of coordinating across people — checking multiple calendars, sending back-and-forth emails to find a time, and losing track of who RSVPed. Planim solves this with:
- AI-powered scheduling — tell the assistant "find a slot for the whole team" instead of manually comparing calendars
- Team-first design — workspace calendars, team calendars, and color-coded events built for groups, not individuals
- Integrated messaging — schedule from Slack, Discord, or Teams without switching apps
- Smart availability — working hours, time zones, and vacation days are built into every scheduling decision
The migration is gradual — Planim works alongside your existing calendars, not against them.
Step 1: Connect Your Existing Calendars
Before creating new events in Planim, sync your current calendars so nothing gets lost.
Go to calendar settings
Navigate to Settings > Calendars in your personal settings.
Connect Google Calendar
Click Connect Calendar and select Google Calendar. Authorize Planim to read your events. Choose which calendars to sync — primary, shared, and project calendars.
Connect Microsoft Outlook (optional)
If your organization also uses Outlook, connect it the same way. Planim merges busy time from all connected providers.
Verify the sync
Check your Planim calendar — external events should appear as grayed-out busy blocks within a few minutes.
Synced events are read-only in Planim. You'll still manage them in Google/Outlook until you fully transition. This is by design — it prevents duplicate edits during the migration period.
Step 2: Set Up Your Workspace
Create the organizational structure that will replace your shared Google/Outlook calendars.
Create your workspace
From the dashboard, click Create Workspace. Name it after your company or department.
Create teams
Map your existing calendar groups to Planim teams. If you had shared Google calendars for "Engineering", "Design", and "Marketing", create those as teams in Planim.
Set team colors
Assign distinct colors to each team. This replaces the color-coding you might have used in Google Calendar.
Configure workspace permissions
Set up who can create events, manage teams, and access integrations in Permissions settings.
Step 3: Invite Your Team
Send invitations
Go to Members and invite your team by email. They'll get a link to create an account and join the workspace.
Ask everyone to set up availability
Each person should configure their working hours in Settings > Calendar. This is the equivalent of "working hours" in Google Calendar but more powerful — Planim supports per-workspace overrides and exceptions.
Connect their calendars too
Ask each team member to sync their Google/Outlook calendar. Once everyone's busy time is visible, Planim's AI can find truly open slots for the whole team.
Send your team a quick message: "We're trying Planim for team scheduling — please accept the invite, set your working hours, and connect your Google Calendar. Takes 5 minutes."
Step 4: Start Scheduling in Planim
Begin creating new events in Planim rather than Google/Outlook.
Start with recurring meetings:
These are the easiest to migrate because you're not duplicating — you're replacing. Ask the AI:
"Create a 15-minute daily standup for engineering, Monday through Friday at 9:15am"
"Schedule a weekly team sync for design on Tuesdays at 11am, 30 minutes"
Then move to ad-hoc meetings:
When you need a new meeting, create it in Planim instead of Google Calendar:
"Find a 1-hour slot for a project kickoff with the dev and design teams next week"
The AI checks everyone's Planim events AND synced Google/Outlook events, so it has the full picture.
No Double-Booking
Because external calendar events are synced, the AI never suggests a time that conflicts with existing Google or Outlook meetings. You get accurate availability from day one.
Step 5: The Gradual Transition
You don't need to abandon Google/Outlook overnight. Here's a recommended timeline:
| Week | Action |
|---|---|
| Week 1 | Connect calendars, invite team, set up working hours |
| Week 2 | Create all recurring meetings in Planim, keep external sync |
| Week 3 | Start creating new ad-hoc meetings in Planim |
| Week 4+ | Fully schedule in Planim, use Google/Outlook only for external contacts |
What stays in Google/Outlook:
- Meetings with external contacts who don't use Planim
- Personal calendar events (synced read-only)
- Organization-wide holidays (synced from your company calendar)
What moves to Planim:
- All internal team meetings
- Sprint ceremonies and recurring syncs
- Cross-team coordination meetings
- Any meeting where you need AI to find available time
You never need to fully abandon Google Calendar or Outlook. Many teams keep external calendars synced permanently and use Planim as their primary scheduling tool for internal coordination.
Common Questions
Will I lose my Google/Outlook events?
No. Synced events remain in their original calendar. Planim only reads them — it never modifies or deletes external events.
Can I create Planim events that appear in Google Calendar?
Not yet — Planim events live in Planim. Your team will see them in the Planim calendar, and they'll get notifications through Planim's integrations (Slack, Discord, Teams, email).
What if some team members prefer Google Calendar?
They can keep using Google Calendar for viewing. As long as they sync it with Planim, the AI and teammates will see their busy time. But they'll get the most value by actively using Planim's calendar.
Do I need to delete events from Google Calendar?
No. Once you create recurring meetings in Planim, you can delete the old Google Calendar versions at your own pace. The sync ensures no conflicts during the overlap period.
Connect your existing calendars and start the transition.
Try it nowCalendar Sync
Detailed guide on connecting and managing external calendar connections.
Getting Started
Quick-start guide for new Planim users.
Related Guides
Getting Started
Create your account, set up a workspace, and schedule your first event.
Workspaces
Organize your teams under one roof — roles, permissions, and shared calendars.
Real-World Workflows
Practical scenarios: standups, 1-on-1s, sprint ceremonies, and team onboarding.