Add a Remote Time Off Calendar

Add a Remote Time Off Calendar

Sync company holidays, meetings, and other time off by linking your Availability schedule to an Outlook or Google calendar.

Benefits

  1. Availability pulls appointments and meeting from the connected calendar and removes the time from the scheduling module.

Notes

  1. Supports up to 2,500 events on the Google calendar.
  2. Can not be linked to the same calendar as the scheduling module.
  3. Supports one calendar extension.
  4. Microsoft Exchange calendars are not supported.
  5. The connection is read-only. For instance, Availability will block or remove times from the scheduling module that are marked as busy on your Outlook or Google calendar, but Availability can not block or remove time on your Outlook or Google calendar.

  1. Log in to the dashboard.
  2. Scroll down to and click the Company tab, then click Availability.
  3. The Availability page opens.
  4. Click the pencil icon associated with the Availability schedule to be linked to your Outlook or Google calendar.
  5. The Availability schedule opens.
  6. Click the "Add Remote Calendar" link above the list of holidays and time off.
  7. The Remote Calendar Configuration: Scheduled Blocked Time screen appears.
  8. Click the Remote Auth Config button.
  9. The Remote Authorization screen opens.
  10. Click the Create a new Remote Auth button.
  11. Select the calendar type from the Remote Authorization drop-down.
    1. Microsoft Outlook Calendar (Exchange calendars are not supported).
    2. Google Gmail Calendar
  12. Connecting the calendar:
    1. If you own and manage the calendar or have the login credentials available, continue to Step 13.
    2. If you do not own or have login credentials to the calendar, continue to Step 26.
  13. Click the Launch button.
  14. Sign in to or choose your account from the provider's list.
  15. Allow access to view and edit the remote or external calendar.
  16. An authorization key will be generated. Take note of the key created. This key will match the new key created in the dashboard. Example:
  17. Close the window with the key and return to the dashboard.
  18. Click the Company tab, then Availability.
  19. Select the Availability schedule to be linked to the Outlook or Google calendar, then click the Add Remote Calendar link.
  20. The Remote Calendar Configuration: Scheduled Blocked Time screen opens.
  21. Locate the newly generated key from Step 16 and click the Use This Key button to the left of the key.
  22. The following screen confirms the key or token that is now assigned to the time off calendar.
    To unlink a calendar or assign a new calendar, first click the Unlink Token button.
  23. The Remote Calendars section displays all available Calendars associated with the linked account. Click the Connect Calendar button to the left of the calendar that contains the company holidays, meetings, and other time off.
    To disconnect the calendar and connect a different calendar associated with the same account, click the Disconnect Calendar button then choose the new calendar. Example: An office manager accidentally links a personal calendar of events instead of a shared office holiday calendar. 
  24.  Once connected, click the Off button to turn real-time updates On.
  25. The Availability schedule will now reference this calendar and observe any "busy" time as unavailable time and will not allow customers to schedule appointments or contact the team.

    STOP! You have successfully linked your time off calendar!



  26. After completing Steps 1 through 12, click the Copy button if someone else owns the time off calendar.
  27. Paste the link into an email or message to the owner of the calendar.
  28. The calendar owner will need to click on or navigate to the pasted URL using their preferred browser. Inform the calendar owner that they will need to log into the account associated with the company time off calendar and share the following details:
    1. The name of the time off calendar. Example: Company Holidays.
    2. An alphanumeric key is generated after logging into the account. Example: Microsoft Azure Key db480bdd.
  29. Once the calendar name has been provided and the key has been generated, log back into the dashboard to complete the setup. 
  30. Return to the Availability schedule which should reference the time off calendar by clicking Company, then Availability on the side menu. 
  31. Select the Availability schedule which should reference the time off calendar then click the Add Remote Calendar link.
  32. The Remote Calendar Configuration: Scheduled Blocked Time screen opens.
  33. Locate the newly created key which was provided in Step 29 and click the Use This Key button to the left of the key.
  34. The following screen confirms the key or token that is now assigned to the time off calendar.
    To unlink a calendar or assign a new calendar, first click the Unlink Token button.
  35. The Remote Calendars section displays all available Calendars associated with the external or remote calendar account. Click the connect calendar button to the left of the time off calendar.
    To disconnect the calendar and connect a different calendar associated with the same account, click the Disconnect Calendar button then choose the new calendar. Example: An office manager accidentally links a personal calendar of events instead of a shared office holiday calendar. 
  36. Once connected, click the Off button to turn real-time updates on.
  37. The Availability schedule will now reference this calendar and observe any "busy" time as unavailable time and will not allow customers to schedule appointments or contact the team. 


    STOP! You have successfully linked your time off calendar!
 
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