Meeting Administrators can sync and OnBoard meeting with their primary calendar using Calendar Integration. This integration works with Outlook, Office 365, Exchange, Google, and Apple calendars using Cronofy, our trusted integration partner.

Why Sync Your Calendar?

Syncing your calendar ensures:

• Seamless scheduling across platforms.
• Automatic updates for meeting changes.
• RSVP tracking directly in OnBoard.

Getting Started: Linking Your Calendar

You can set up calendar integration in two ways:

Option 1: From a Meeting

1. As an Administrator, update the Meeting Visibility to trigger the Notify Invitees prompt.
2. Click Set Up Calendar.
   
3. Follow the prompts from Cronofy to link your chosen calendar.
   
4. Approve permissions for Cronofy to add and update items in your calendar.
   

Important Notes:

• If you change your calendar password, unlink and re-link your calendar in OnBoard.
• For Office 365, your IT administrator may need to grant Cronofy permission before linking.

Option 2: From Profile Settings

1. Click your Profile Image or Name.
2. Select Profile.
3. Open the Settings tab.
4. Scroll down to Calendar Integration and click Link Account.
   
5. Follow Cronofy prompts to link your calendar.
   
6. Approve permissions for Cronofy.
   

Important Notes:

• If you change your calendar password, unlink and re-link your calendar in OnBoard.
• For Office 365, your IT administrator may need to grant Cronofy permission before linking.

Manage Your Linked Calendars:

Calendars can be added or removed at any time, and multiple calendars can be linked to your OnBoard account. To manage calendars:

1. Click your Profile Image or Name.
2. Select Profile.
3. Open the Settings tab.
4. Scroll down to the Calendar Integration panel.
5. Select Unlink Account to unlink the account.
6. Select Link Another Account to connect an additional calendar account.

Sending Calendar Invitations

You can send invitations in two ways:

Option 1: Send Calendar Event While Updating Meeting Visibility

• Select the appropriate visibility type from the Visibility dropdown.
• Check Send Calendar Event From during the Notify Invitees step.
• Select the calendar account to send from.
  
• Add a custom message (optional) and select Next.
  
• Deselect anyone who should not receive the calendar invite and select Create Calendar Event.
  
  
  
• The calendar event email will be sent from your email address in addition to the OnBoard email notification.

Note: This sends two emails:

• An OnBoard notification.
• A calendar invite from your linked calendar.

Option 2: Independently Send Calendar Event

• Make the meeting visible first and by unchecking the Send Calendar Event checkbox when updating the Meeting Visibility. 
  
• Use Create Calendar Event button to send invites.
  
• Deselect anyone who should not receive the calendar invite and select Create Calendar Event.
  
  
  
• The calendar event email will be sent from your email address in addition to the OnBoard email notification.

Note: This sends two emails:

• An OnBoard notification.
• A calendar invite from your linked calendar.

What’s Included in the Calendar Invite?

1. Meeting Title
2. Date & Time
3. Location
4. Invitee List
5. Custom Message (if added)
6. Link to Meeting in OnBoard
7. Link to Remote Meeting Details Panel in OnBoard (if remote details details have been added)
8. Link to Meeting Book in OnBoard (if Meeting is All Visible when Calendar Event was sent)

Updating Meeting Details - Resends Calendar Event

After creating and sending the calendar event from OnBoard, the calendar event and OnBoard Meeting are linked. This means that changes to either will update the other.

• Changes to title, date, time, or location sync automatically between OnBoard and your calendar.
• Any updates in OnBoard send a new calendar invitation and reset RSVPs.

Managing Invitees & Deleting Event

You can manage invitees and the calendar event by selecting Manage Calendar Event or by adding new invitees.

Manage Calendar Event

Use Manage Calendar Event in OnBoard to:

• Add/remove participants.
• Delete the event.

Important Notes:

• Removing participants and updating the event will remove it from their calendars.
• Some calendar platforms may resend the calendar event all invitees when adding new participants.

Adding New Invitees

Adding new invitees to a meeting will provide the option to send the calendar event to the newly added invitees.

• Select Manage Invitees, add the new invitees, and Save Changes.
• On the pop-up, check the invitees you'd like to send the calendar event to.
• Select Update Calendar Event to send the calendar event to the added invitees.

Important Note:

• Some calendar platforms may resend the calendar event all invitees when adding new participants.

Tracking RSVPs

Calendar integration allows Meeting Admins to more accurately track RSVPs in OnBoard.

• Select Attendance to view Attendance and RSVPs.
• Invitees RSVP responses from the calendar event sync back to OnBoard.

Unpublishing Meeting

Unpublishing the meeting will give Meeting Admins the option to remove or retain the linked calendar event. When setting the Meeting Visibility to Unpublished:

• Select Yes to unpublish the meeting and delete the linked calendar event and send a cancellation email.
• Select No to unpublish the meeting and retain the linked calendar event.

FAQs

Who can sync their calendar to OnBoard?

Any user can sync, but only Meeting Admins need to for sending invites.

Can I connect multiple calendars?

Yes, you can link multiple calendars. Shared calendars may require IT assistance.

What if I have multiple OnBoard organizations?

You must link each organization separately to respect privacy.

Can I send invites to only some participants?

Yes, you can deselect invitees before sending.

Can I forward the calendar event or add invitees to the calendar event to automatically add invitees in OnBoard.

No, Managing invitees to the OnBoard meeting must be done in OnBoard. Forwarding or adding additional attendees on the calendar invite will not add them to the invitee list in the OnBoard meeting.

Will RSVPs track back into OnBoard?

Yes, RSVP responses sync from your linked calendar to OnBoard.

• Note: The RSVP option on the calendar invite observes the default setting whereby it requests responses. You cannot currently change the Response Options. The organizer will receive an email when an attendee on the calendar invite submits their RSVP.
• Note: When Calendar Integration is used for a meeting, the RSVP section is removed from Meeting Brief Emails. 

What changes can I make directly in the calendar event?

• Only the organizer of the calendar event may change the calendar invitation directly from their calendar;
• Any Meeting Admin can update the Date, Time, and/or Location of the meeting directly in OnBoard which will trigger an updated email notification and calendar event and reset existing RSVPs. 
• Deleting a calendar event does not delete a meeting in OnBoard.
• Forwarding or adding additional attendees on the calendar invite will not add them to the invitee list in the OnBoard meeting.
• If the organizer modifies the body of the invite directly from the calendar event and then later modifies the meeting in OnBoard and adds a custom message to be sent with the notification, the custom message will override any text in the body of the calendar event.

What happens if I change my calendar password?

You must unlink and re-link your calendar in OnBoard.

Can invitees launch remote meetings from the calendar invite?

No, the link directs to OnBoard for security. 

If you'd like to include a link to launch your remote meeting in your calendar event, below are some options:

1. Prior to sending your calendar event from OnBoard, include your remote meeting link in the location field within the Meeting Details of your meeting. The remote meeting link will be included in the location field of your calendar event, however it will not be a clickable link.
2. After sending the calendar event from OnBoard, add your remote meeting link directly to the calendar event. 

If I add or remove invitees, will they get updated invites?

• You will receive a prompt to send the calendar event to the new invitee.
• Note: Some calendar platforms may notify all invitees when updating the event. To avoid this, add new invitees directly to the calendar event instead of notifying through OnBoard.

If I delete or deactivate a member in OnBoard, will it remove the calendar event?

No, you must manually remove them from the calendar event.

If I remove someone from a Group, will they also be removed from all calendar events tied to meetings the Group was invited to?

No, if you remove a member from a Group, all calendar events for meetings the Group was invited to will remain on their calendars, and they will need to be manually removed from the events in the calendar platform.

Related Article:

Understanding Invites & How RSVPs Work