Meetings are a great way for you and your students to schedule meetings without the hassle of back-and-forth emails trying to coordinate times.
Calendar and Zoom integration
In a nutshell, Cialfo lets you regain control over your meeting schedule through Calendar Syncs and Office Hours.
Cialfo provides options to integrates with Google Calendar and/or Outlook Calendar. This sync can be carried out in the My Settings option from the profile on the top right corner.
As you open My settings, you will find the Calendar Sync option.
Select the calendar you would like to sync and follow the instructions that appear on the external calendar.
You can also link your Zoom account here by clicking Link Zoom Account. Authorize Cialfo to use your zoom details and click on Save when you have linked the calendar and/or Zoom.
Setting working hours
Setting your Timezone, Working Hours and Working Days prevents students from booking meeting during off hours.
Now students won't be able to book meetings outside your office hours, or during your blocked / busy slots! Don't worry - they won't see any details of your appointments; they will only see that you aren't available.
Pro Tip: When creating all-day events to block student meetings for an entire day, make sure you set your availability to "Busy". All-Day events in Google Cal mark you as "Free" by default!
Schedule a Meeting
Step 1
To Schedule a meeting, from the Students page, open the profile of the student you wish to set up the meeting with.
Then click on Meetings. You will be able to see the schedule and see your upcoming meetings, if any. To create a new meeting. click on Schedule Meeting in the top right-hand corner.
Step 2
Choose an available time slot.
Once you click Schedule Meeting, your student’s calendar will display the available meeting times. The color guide above the calendar helps you understand each time slot:
Green indicates an available time slot.
Red indicates a slot that has already been booked.
Grey indicates an unavailable or past time slot.
Blue indicates the time slot you have selected.
Click on a green time slot that works for you, then follow the prompts to confirm and book the meeting.
Step 3
Fill in meeting details
Once you have chosen a time slot, you will be able to fill in additional details for your Student. Once you have completed this, you will be able to click Create & Send Invite, which will send an invite to your Student.
Step 4
Meeting confirmation
Your Student will receive an email invite and will be required to accept the meeting before it is displayed as confirmed. You will also receive a meeting confirmation with the date and time once your Student has accepted the meeting request.
Scheduled a Wrong Meeting?
If you have scheduled a meeting for the wrong date or time and need to make changes, you will first need to delete the existing meeting. Click Delete next to the meeting and confirm the deletion. You can then click Schedule Meeting to book a new meeting at your preferred date and time.
Meetings column on Student's dashboard
Counselors can see all upcoming meetings with students, in a single view, through the "Meetings" column inside your Student List!
Click on "Columns"
Select the "Meetings" column
Click "Update Order"
The column will display the count of upcoming and past meetings with each student, as well as the status (pending, accepted, or declined) of each meeting
How Counselors Can Troubleshoot Zoom Meeting Scheduling Errors in Cialfo
What can I do as a counselor if I keep seeing the error “Something went wrong” when clicking “Make it a Zoom Meeting”?
Sometimes, a counselor may click “Make it a Zoom Meeting” in the meeting scheduler and see the error message: “Something went wrong, we are trying to fix it.” This issue may persist even after reconnecting the Zoom account and can affect scheduling for all assigned students.
How to resolve it:
First, try unlinking and re-linking your Zoom account:
Go to your profile settings in Cialfo
Navigate to the Zoom integration section
Click “Disconnect”
Wait 30 seconds
Click “Connect Zoom” and complete the authorization प्रक्रिया through the Zoom login page
If the issue persists after re-linking:
Contact Cialfo Support via Live Chat
Share the following details:
Your school name
Your (counselor’s) email address
A screenshot of the error
The support team will check if:
The Zoom authorization token has expired, or
There is a configuration issue with your school’s Zoom account
💡 Tip: Before contacting support, ensure your Zoom account is a licensed (paid) account. Free Zoom accounts may have limitations that prevent proper integration with Cialfo.
Our Client Support team is available via Live Chat 24 hours a day, Monday through Friday, so you can get help anytime during the work week through Chat with Cialfo.
If you’re unable to find a solution in our help articles or need further assistance, you can contact the Cialfo Support team via Live Chat or email us at [email protected].