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Piper AI pulls meetings from your calendar to know when to dispatch the bot and surface Activity Cards on your Home Page. When meetings don’t appear as expected, the issue is usually a sync delay, a secondary calendar that Piper doesn’t have access to, or a meeting added too close to its start time. The scenarios below cover every common calendar sync problem and how to resolve each one.
Calendar sync runs automatically in the background. If you booked a meeting moments ago, it may simply not have synced yet.Option 1 — Wait for the next automatic syncYour meeting will appear on the Home Page automatically a short time after being added to your calendar.Option 2 — Force an immediate sync
1

Go to your Home Page

Navigate to the Piper AI Home Page.
2

Click the refresh button

Click the refresh button in the top-right corner of the page. This forces an immediate calendar sync and your meeting should appear within seconds.
The refresh button is available at any time and triggers a full calendar pull. Use it whenever you need your Home Page to reflect the latest state of your calendar without waiting for the next automatic cycle.
Piper only syncs your primary Google Calendar. If a meeting was created in a secondary calendar — for example, a CRM-created calendar that sits alongside your main Google Calendar — Piper will not detect it.This is a common scenario when your CRM (e.g., Salesforce, HubSpot) books meetings into a dedicated integration calendar rather than your primary calendar.Fix:
1

Check which calendar the meeting is in

Open Google Calendar and inspect the meeting. Look at the calendar label in the event details — if it is not your primary calendar, this is the cause.
2

Update your CRM's calendar booking settings

Go to your CRM’s calendar integration settings and change the target calendar to your primary Google Calendar (the one associated with your main Google account). The exact location of this setting varies by CRM — look for a calendar selector in the CRM’s scheduling or integration settings.
3

Verify future meetings appear in Piper

Book a test meeting through your CRM and confirm it lands on your primary Google Calendar and appears in Piper automatically (or immediately after a manual refresh).
Changing where your CRM books meetings may affect other calendar integrations or team scheduling workflows. Test with a non-critical meeting before rolling this out broadly.
The bot is scheduled to join at the meeting’s start time. If a meeting is added — or synced — very close to its start time, the automatic join may not be set up in time.What to do:
1

Wait for the meeting to start

Join the call yourself first.
2

Send the bot manually

Once the meeting is active, go to your Home Page, find the Activity Card for the meeting, and click Send Bot. The bot will join promptly regardless of the preparation window.
For ad-hoc calls, impromptu check-ins, or meetings added at short notice, the Send Bot button is the most reliable way to ensure the bot joins. Keep your Home Page open in a browser tab during calls so you can trigger it quickly if needed.
Piper syncs your calendar automatically in the background, keeping your Home Page up to date without requiring any action from you.If you need your Home Page to reflect the latest state of your calendar immediately — for example, after booking a same-day meeting — use the manual refresh button in the top-right corner of the Home Page to trigger an instant sync.
Piper AI syncs with both Google Calendar and Microsoft / Outlook (Office 365) calendars. Calendar access is granted automatically when you sign in with either provider — see Logging In — there’s no separate connection step in Settings.Key limitations to be aware of:
  • Secondary / shared Google Calendars — Piper syncs your primary Google calendar (the one tied to your main Google account). Secondary or shared calendars may not be picked up.
  • Booking into the right calendar — If meetings are created through a CRM or scheduling tool, make sure those bookings land on the calendar account you connected to Piper.
If your team uses a calendar platform not listed here, contact your account manager to discuss your requirements.
If meetings are visible in Piper but the bot is not joining them, the issue is with the bot’s activation mode or a deactivation rule — not the calendar sync itself.
1

Check your bot activation mode

Go to Settings → Recording and review the Transcription Bot activation mode. If it is set to Do not activate automatically, the bot will never join without a manual Send Bot trigger.
2

Check for deactivation rules

Go to Settings → Recording → Bot Deactivation Rules and look for rules that might be matching the meetings in question (by title keyword or attendee email pattern).
For a full guide to bot activation and deactivation behavior, see the Bot Issues troubleshooting guide.