Connecting your email and calendar

Last updated: August 17, 2026

Connecting your email and calendar lets your team schedule interviews and email candidates directly from Kula. Do it early in setup — scheduling and candidate email don't work until it's connected. The important part is knowing who actually needs to connect, so you don't ask your whole company to do it.

Who can do this: Each user connects their own email and calendar. Admins can't connect them on someone's behalf.

Where to find it: Settings → My settings → My Integrations

What connecting gives you

  • Schedule interviews — Kula creates the interview on your calendar, as you.

  • Email candidates from Kula — send and receive candidate emails in one place.

  • Keep things in sync — changes made on the calendar flow back into Kula.

Who needs to connect

Not everyone has to connect.

  • People who schedule interviews or send emails — recruiters and coordinators — must connect their own calendar and mailbox. Kula acts as them, so without a connection they can't schedule or send.

  • People who are only booked for interviews — interviewers and organisation members — don't need to connect. Kula reads their availability through the scheduler's calendar, so an interviewer who never touches their settings can still be booked without being double-booked.

So on a 2,000-person team, only your recruiters and coordinators need to connect — not everyone.

There's one dependency: reading a non-connected person's availability relies on their Outlook/Gmail calendar sharing setting. "Share all" or "free/busy only" both work for scheduling; "no sharing" breaks availability lookup for that org. Most organisations use one of the first two.

How to connect

Each user connects their own account under Settings → My settings — there's no way for an admin to bulk-connect the team. Choose your provider:

For calendar-specific scheduling setup, see Connect your mailbox and calendar

If your integration disconnects

Kula tells you — you'll get an email and Slack notification with a reconnect link. Until you reconnect:

  • you can't send emails from Kula,

  • your self-scheduling links show "No slots available", and

  • any outreach flow you send from may pause.

Reconnect from the link in the notification, or under Settings → My settings → Integrations.

Good to know

  • Each user connects their own — there's no bulk connect for admins.

  • "Free/busy" sharing is enough to schedule around someone; only "no sharing" breaks it.

  • If you change your account email, reconnect your mailbox and calendar afterwards — they don't carry over to the new address automatically.

FAQ

Does everyone on our team need to connect their email and calendar? No. Only the people who schedule interviews or send email from Kula — usually recruiters and coordinators — need to connect. Interviewers who are simply booked for interviews don't need to; Kula reads their availability through the scheduler. See Who needs to connect above.

Can an admin connect everyone's calendars at once? No — there's no bulk connect. Each person connects their own account under Settings → My settings.

A recruiter can't see an interviewer's availability — why? That interviewer's organisation most likely has calendar sharing set to "no sharing". With "share all" or "free/busy only", their availability shows and scheduling works.

My emails stopped sending, or my self-scheduling link shows no slots — what happened? Your email or calendar integration has probably disconnected. Check for the notification with the reconnect link, or reconnect under Settings → My settings → Integrations.

Need help? If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.