Overview

Connecting your Outlook Calendar helps you sync your bookings from Outlook Calendar to the system and vice versa. This ensures correct availability, prevents double bookings, and facilitates seamless scheduling and booking management.

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Prerequisites

1. You need access to your Outlook account associated with the Outlook Calendar you want to connect.
2. Check if writer's access is required:
   • If you want to add events created in the system to your Outlook Calendar, writer's access is necessary for the calendar.
   • If you simply want to fetch all your events from your Outlook Calendar to the system, read-only access will suffice.

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Getting Started

Step 1: How to Connect Outlook Calendar?

To connect to Outlook Calendar, follow these steps:

1. Navigate to 'Calendars' > 'Calendar Settings' > 'Connections.'

2. Click on 'Add New.'

3. Choose 'Outlook Calendar' and click 'Connect.'

4. Complete the authentication process by signing into your outlook account and granting the necessary access.

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Step 2: Calendar Configuration

Once your Outlook calendar is successfully connected, you need to complete your calendar configuration by selecting your linked calendar and conflict calendar.

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What is Calendar Configuration?

Calendar configuration involves two settings: Linked Calendar & Conflict Calendar.

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Linked Calendar:

All new events created in the system will be added to your linked calendar. For example, any new event created in the system will sync to your linked calendar, allowing you to view it directly on this third-party calendar (e.g., Outlook).

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Note:

• Writer's access is required for the user to select a calendar as a linked calendar.
• The linked calendar is by default added to the conflict calendar. This means any event created on the third-party linked calendar will be fetched in the system, and any event created in the system will be pushed to the third-party linked calendar.
• You can set your Sync Preferences from the Advanced Settings.

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Conflict Calendar:

Events from third-party calendars added as conflict calendars are synced to the system, blocking your availability for the event's duration.

The availability is blocked only if the event is marked as 'BUSY' in the third party calendar. For events marked as 'FREE', the events are fetched in the system but the availability remains open.

This ensures accurate availability and avoids double bookings. You can add multiple calendars to be checked to prevent double bookings.

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Limitations with Outlook Integration

Each user can connect only one Outlook integration per subaccount, and the same Outlook integration cannot be connected across multiple subaccounts. For instance, if User A has already connected their Outlook integration in Subaccount A, they won't be able to link the same outlook integration in Subaccount B.

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FAQs

1. Does Outlook integration work with event calendars?

Answer: No, Outlook integration does not work with event calendars. Event calendars support only Google Integration.

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Microsoft Teams Integration For Calendars

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Overview

By connecting your Microsoft Teams account, you can automatically generate dynamic meeting links, reducing manual steps. If you select Microsoft Teams as your meeting location in any calendar, a unique Teams link will automatically be generated for each new booking and sent along with the calendar invite.

Prerequisites

You need access to the Microsoft Teams account you want to connect.

How to Connect Microsoft Teams

There are two ways to connect your Microsoft Teams account:

1. From the "My Profile" menu under the Settings tab.
2. From the "Calendars" menu under the Settings tab.

Steps to connect Microsoft Teams from the "My Profile" menu

1. Navigate to Settings > My Profile.

2. Under Video Conferencing connections, click Add New.

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3. Select Microsoft Teams and click Connect.

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4. Sign in with your Microsoft Teams credentials.

5. Your Microsoft Teams account is now successfully connected.

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Steps to connect Microsoft Teams from the "Calendars" menu

1. Go to Calendars > Calendar Settings > Connections.

2. Locate the Video Conferencing tab.

3. Click on Add New and then click Connect next to Microsoft Teams.

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4. Sign in with your Microsoft Teams credentials.

5. Your Microsoft Teams account is now successfully connected.

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How to Add Microsoft Teams Links to Your Calendar

After connecting your Teams account, you can add dynamic Teams links to your calendar. Here's how:

1. Ensure your Microsoft Teams integration is successfully set up.
2. Navigate to your Calendar Settings and edit the calendar you want to modify.
3. Go to the Meeting Details tab and scroll to the Team Members section.
4. Choose the team member, ensure they have successfully integrated Microsoft Teams, then select Microsoft Teams as the meeting location and click Save.

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Important Notes

Connecting an Outlook calendar does not automatically link Microsoft Teams. To connect Teams, navigate to Calendar Connections > Video Conferencing and connect it separately.

• To view appointments on your Outlook calendar, ensure that your desired Outlook calendar is both connected and selected as the linked calendar. You can do this under Calendar Connections > Calendars.

Limitations with Microsoft Teams Integration

• Only Microsoft Teams accounts for Work and School (Organisation and Education) are eligible for integration.
• Each user can connect only one Microsoft Teams integration per subaccount.
• The same Microsoft Teams integration can be used across multiple subaccounts, but only for the same user. For example, if User A has connected their Microsoft Teams integration in Subaccount A, then only User A can connect that same integration to Subaccount B.

FAQs

Q: Which Calendars Support Dynamic Microsoft Teams Links?

A: Personal Booking, Round Robin, Collective Calendars, and Service Calendars support Microsoft Teams integration and automatically generate new Teams links for each appointment booked. This feature is coming soon for Class Booking Calendars.

Q: How Can I Use Microsoft Teams with Event Calendars?

A: You can use Microsoft Teams with Event Calendars by manually generating a Teams meeting link and adding it to the calendar settings.

Steps:

1. Generate a meeting link in Microsoft Teams.
2. In the calendar settings, select Custom as the meeting location.
3. Paste the generated Teams link.

Note: This will add a static link, meaning the same link will be used for all future bookings.