Calendar Sync for Microsoft and Google

Overview

Web and Mobile Users can integrate their personal or business Outlook or Google calendars with their serviceminder calendar. This guide walks you through the steps to set up and manage these calendar syncs.

Settings and Navigation

Click the gear icon (⚙️) in the upper-right corner near the bell and log-out link.

This opens your Personal Preferences page. From here, you can connect your Outlook/Microsoft365 or Google Calendar.

Connecting with Outlook/Microsoft365

Connecting with Microsoft365

1. On the Personal Preferences page, locate the Microsoft365 section.
2. Click Connect and follow the authentication prompts.

Connecting with Exchange

1. On the Personal Preferences page, locate the Exchange/Microsoft365 section.
2. Enter your Exchange URL (e.g., https://outlook.office365.com/EWS/Exchange.asmx)
3. Enter your username and password.
4. Click Save.

Two-Way Settings

These checkboxes allow information to sync from Exchange to serviceminder:

• Add Time Blocks: All newly created time blocks created in your Outlook Calendar will sync over to serviceminder
• Update Appointments: Updates to appointments in Microsoft will apply to the appointment in serviceminder

You can verify connection status on your User Details page. Click the link showing your calendar URL/username to access the Calendar Sync Events page. This page displays:

• Synced events within a date range

• Status of each event (e.g., connected to an appointment, time off)

• Errors (e.g., “Unauthorized” if credentials are invalid)

You can use the Import button to bring events from Exchange into serviceminder.

Current Limitations

• Recurring Appointments: Not supported. Only one-time events sync.
• Updates from Exchange: Changes in Exchange will reflect in serviceminder if Update Appointments is enabled.
• Create Time-Off: Events created in Exchange (non-recurring) will block off time in serviceminder.
• One-Way Sync: Time-offs created in serviceminder do not sync back to Exchange.
• Latency: Syncs can take up to 1 hour.

Connecting with Google Calendar

Syncing a Calendar

1. Click the gear icon (⚙️) from any page to get to the Personal Preferences page.
2. In the Google Calendar section, click the Sign in with Google button. 
3. Authorize serviceminder to access your calendar. 
4. After authorization, you’ll return to serviceminder’s Google Calendar settings page.

Calendar Sync Settings

• Calendar Selection: Choose which Google calendar to sync with serviceminder appointments.

  • Changing this only affects future appointments.

  • If a calendar doesn’t appear, ensure it is set to public.

• Update Appointments: Changes in Google Calendar are reflected in serviceminder (only for events pushed by serviceminder).

  • Be cautious—changes may trigger confirmation emails without conflict checks.

• Cancel Appointments: Allows cancellations from Google Calendar to sync to serviceminder.

  • Only enable if your agents are authorized to cancel appointments.

• Create Time Off: Events created in Google Calendar will create Time Blocks in serviceminder.

  • These do not become full appointments.

• Disconnect Google Calendar: The disconnect button in the bottom right corner will end your sync between serviceminder and your Google Calendar.

FAQs

Why don’t I see calendar settings in my gear menu?
Ensure your User profile is linked to a Service Agent:

• Go to Control Panel > Users > Edit User > Settings tab.

• Under Service Agent, select the appropriate agent.

Why does my Outlook calendar pull appointments from other organizations.
If your User is part of multiple orgs, all associated appointments will sync.

I disconnected my calendar. Why is Outlook still showing appointments.
Disconnecting does not delete past events. You must remove them manually.