More and more of our clients use Outlook mail and calendar because of the extensive possibilities Microsoft offers. Based on this fact, OTYS is also investing heavily in linking both platforms: Outlook and OTYS. It is therefore possible, among other things, to link your mail and calendar from Outlook to OTYS so that activities in Outlook are also visible in OTYS, in order to have all communication together.
If you have calendar synchronized between Outlook and OTYS, it is possible to use our latest feature the Appointment Planner. You now no longer need to leave OTYS to create a calendar item in Outlook! And you can even have this triggered automatically via a workflow! Below, we'll tell you how to use this feature in practice.
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Dependencies
To use the Appointment Planner, you need to have your calendar synchronized between Outlook and OTYS. In this article you can read how you can configure the calendar synchonization
Within Outlook, it depends on the type of licence you have, whether you have Skype for Business or Teams. If this is part of your licence, it is automatically transferred to the Appointment Planner in OTYS.
It is possible to select colleagues via the dropdown in the Appointment Planner to also view other colleagues' calendars. If you want to use that, your colleagues MUST give you permission to view their calendars, which is done in Outlook.
Where can you use the Appointment Planner?
You can use the Appointment Planner via three routes.
You can access the Appointment Planner from a candidate detail. To do this, press the calendar icon in the top right of the candidate detail. This icon is visible in your OTYS environment after activation of the Appointment Planner.
You can also call up the Appointment Planner from within the procedure, which is particularly useful if you want to schedule an interview with a client, as in the Procedure module the linked vacancy, relation and contact are also available for use in the Appointment Planner. For this too, click on the calendar icon in the procedure detail at the top right.
You can also have the Appointment Planner trigger via a workflow at a procedure step. This pops up the Appointment Planner as soon as you choose the set procedure status.
The Appointment Planner at work
If the Appointment Planner is accessed in one of the ways described above, it works as follows:
Title: is the title of the appointment
Appointment type: determines whether to add an MS Teamslink or not if the appointment is by phone/office.
Date/time: displays the date and time of the appointment
Include in appointment: who has to be present? You can uncheck yourself here, then the appointment will be in your calendar but you yourself will be listed in Outlook as available at that time and a colleague can schedule an appointment over it. You can also invite the linked candidate and the linked contact person to the appointment at the same time.
Select colleagues: here you can select the calendars of colleagues you have permission to see.
Document template: here you can click a relevant e-mail template. The text will appear in the description automatically.
Appointment description: if you do not want to use a template, you can type an accompanying text here yourself.
Click on Schedule appointment and the appointment is scheduled and invitations are sent to the designated people. After about 10 minutes, the agenda item is also visible in the file of the linked entity