If you’ve already linked your email via IMAP and you use either outlook or google calendar, it’s possible to also sync your calendar with OTYS. We use CalDAV for this. Your own email application (either Outlook or Google calendar) is and will remain your main application for calendar, but the nice thing about this synchronization is that it allows appointments made in Outlook with candidates, contacts and relations to be linked to the correct candidate, contact or relation file. Please note that after synchronizing your calendar with OTYS, you will also need to set up the appointment planner.
Once you use this calendar synchronization, you can use the following calendar functionalities in OTYS:
Create new appointments by adding a new appointment via the candidate, contact or relation's file.
Create new appointments for a candidate, contact or relation via the Calendar Option Wizard (COW) functionality (if this function is enabled) on your website.
Use COW (if this function is enabled) from the Calendar module.
Use the Appointment Planner.
Please be aware that:
After enabling this integration, it is no longer possible to manually create a new agenda item from the agenda module in OTYS.
You can enable this only for the whole client. It is not possible to set it just for one person.
It’s possible you need to change workflows that previously created appointments to use the appointment planner. This can only become an ‘issue’ if you already had those configured.
As mentioned above, this synchronization is created for clients which want to use either Outlook or Google calendar as their (primary) calendar, and it is highly recommended that you already use those applications for your email and use the IMAP functionality, Outlook with Outlook, Google calendar with Google calendar.
Activation on client level
As a Key user, configure the following settings in OTYS Go!
Log in OTYS Go! and go to client settings
Search for keyword on calendar synchronization
Click on the setting “Calendar synchronization - Activate for client” - SE3243 and set to Active. When enabling this setting , it is no longer possible to manually create a new agenda item from the agenda module in OTYS.
Click on the setting “Calendar synchronization - Synchronization partner” - SE3248 and set the value to Outlook OR Google calendar.
Please note that you should choose one. The system is not intended to work with connecting multiple partners to one OTYS client. Additionally, after having used this functionality, you cannot switch to another Synchronization partner. If that is the case, please contact OTYS Support.
Activation on the user level
This is where the activation differs between Outlook and Google calendar. Please make sure you’ve chosen the correct option in the previous set up. If not, please contact support. If you did, feel free to continue with the activation manual for your specific case (Outlook or Google calendar)
Outlook activation
After enabling it on client level every user should take the following steps to enable this feature. For Outlook:
Go to https://login.microsoftonline.com/ and log in with the Outlook account that you would like to synchronize with your OTYS calendar.
Go back to your OTYS Go! environment and click on your name at the top right and go to “User settings”.
On the right side, search for “Calendar synchronization” or “GE152” for the setting number under keyword.
Open the setting “Calendar synchronization” (GE152).
Click on “Grant permission” and follow the instructions from Outlook.
In “Calendar ID” enter the email address that belongs to the Outlook calendar account.
Click “Save” and close the pop-up window.
Troubleshooting Outlook
If the calendar items for some reason stop synchronising, please go to the client settings and search for ‘‘Calendar synchronization’’, setting GE152. Revoke the permissions in this setting, and set it again.
Open your OTYS Go! environment and click on your name at the top right and go to “User settings”.
On the right side, search for “Calendar synchronization” or “GE152” for the setting number under keyword.
Open the setting “Calendar synchronization” (GE152).
Click “revoke permission’.
Close and reopen the setting.
Click on “Grant permission” and follow the instructions from Outlook.
In “Calendar ID” enter the email address that belongs to the Outlook calendar account.
Click “Save” and close the pop-up window.
If that fails, or doesn’t fix the issue, please create a support ticket.
Google calendar activation
First, retrieve your Google Calendar ID. This step is only relevant if you want to synchronize with Google Calendar using a 'secondary calendar' and should be executed by the user who wants to synchronize his calendar. If you only have one calendar, feel free to skip these steps and continue with the steps to set it up in OTYS.
In Google Calendar it is possible to have multiple calendars. Each calendar has an ID in the format of an email address. Your primary calendar will have as an email address your Gmail address (so it will be quite straight forward). However, if you have multiple calendars in Google Calendar and you do NOT want to sync your primary calendar (but one of the additional calendars), you will need to check the ID of that calendar by taking the following steps:
Login to Google Calendar
Login to your Google Calendar account if you are currently not logged in
Click on 'Settings menu'-icon on top right and choose 'Settings'
In the left panel below 'Settings for my calendars' click on the calendar for which you would like to retrieve the ID
In the sub menu that will open click on 'Integrate calendar'
In the contents on the right, you will see 'Calendar ID' with below it your calendar ID. As mentioned above for your primary calendar this will be your Gmail address (like 'yourname@gmail.com') and for secondary calendars it will be an ID in the format of a different more complex email address (like 'eUCXSY8pzzPQsN6ycHehes635v@group.calendar.google.com')
Copy the calendar ID and paste it in Notepad or a similar place, so you can use it in the next step.
Set up in OTYS. After enabling it on client level, every user should take the following steps to enable this feature:
Go to https://myaccount.google.com/and log in with the Gmail account that you would like to synchronize with your OTYS calendar.
Go back to your OTYS Go! environment and click on your name at the top right and go to “User settings”.
On the right side, search for “Calendar synchronization” or “GE152” for the setting number under keyword.
Open the setting “Calendar synchronization” (GE152)
Click on “Grant permission” and follow the instructions from Gmail.
In the synchronization settings you now see an input field to fill in your email address. Fill in your Outlook / GMail email address or the email address of your secondary Google Calendar Click “Save” and close the pop-up window.
Troubleshooting Google calendar
If you’re experiencing issues with the Google calendar sync to OTYS, please create a support ticket, and we will take a look with you.