calendar conflict checklist

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CALENDAR CONFLICT CHECKLIST
Critical Path — https://www.quadrant.works
Companion guide: /guides/fix-overlapping-calendar-invites
Version: 2026-09-21

Use for one incident at a time. Keep the completed checklist private.
Do not include access tokens, calendar feed URLs, invitation links, meeting
passcodes, attendee lists, or unrelated customer/personnel information.

1. DEFINE THE PROBLEM
Incident reference:
Date and local timezone:
Observed in provider calendar, application, or both:
Actual overlap or less than 15 minutes of separation:

2. IDENTIFY THE TWO EVENTS
Event A neutral label:
Calendar/account:
Organizer or owning system:
Start/end/timezone:
Related source task, if known:

Event B neutral label:
Calendar/account:
Organizer or owning system:
Start/end/timezone:
Related source task, if known:

[ ] Checked whether matching titles represent separate sessions.
[ ] Checked whether a recurring occurrence is involved.
[ ] Confirmed ownership before considering a change or deletion.

3. CHECK AVAILABILITY AND CONNECTIONS
[ ] Correct account and working calendar are connected.
[ ] Competing appointment is within the calendar scope being read.
[ ] Actual busy/available state checked; color alone is not evidence.
[ ] Workspace and event timezones checked.
[ ] Out-of-office or other absence reviewed where relevant.
[ ] Authorization and visible synchronization errors checked.

4. CALCULATE A FEASIBLE REPLACEMENT
Required work duration:
Previous event ends:
Earliest permitted start (previous end + 15 minutes):
Following event starts:
Latest permitted end (following start - 15 minutes):
Proposed replacement start/end:
Does the complete duration fit before the deadline?
If not, scope/date/delegation decision required:

5. MAKE A NARROWLY SCOPED REPAIR
Authorized owner of the change:
Source task or specific event to change:
Expected effect:
External organizer coordination required:

Do not bulk-delete events by title, color, or sender. A sent invitation or
an accepted API request is not proof of final calendar placement.

6. VERIFY THE FINAL PROVIDER CALENDAR
[ ] Replacement exists on the intended calendar.
[ ] Duration is correct.
[ ] Minimum 15-minute gap exists at both occupied boundaries.
[ ] Any confirmed superseded block no longer occupies its old slot.
[ ] Source task and application view agree with provider timing.
[ ] If verification failed, recorded the narrow error and next owner.

Result:
Unresolved issue:
Next owner and check date:

This checklist is a planning aid, not a guarantee against later external
calendar changes. Share only the minimum information necessary for support.

Permission: you may copy and adapt this Critical Path worksheet for personal or internal team planning. No account, payment or attribution is required. Product links are optional; using the template is not enrollment in a service.