Calendar Integration

Eric Biddle
Eric Biddle

Meeting Administrators can now sync their OnBoard calendar with their primary calendar. This functionality works with Outlook, Office 365, Exchange, Google and Apple calendars. Here are instructions on how to get up and running.

Getting Started: Sync Your Calendar

There are two ways to get set up, the first is directly from your meeting, and the second is from your settings area. feel free to pick whichever option you prefer.

Getting Started: Option One

From the meeting:

  1. As an Administrator of the meeting, update the publication status to bring up the "Notify Invitees" prompt and click  "Set up calendar."
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  2. Follow the prompts from Cronofy (our integration partner who we leverage to help provide this calendar integration) to link to your chosen calendar
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  3. Be sure to approve the permissions for Cronofy to add and update items in your calendar
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Note: If you update the password for your linked calendar, you must unlink your calendar from OnBoard and re-link your calendar to update with the new password information. 

Note: Organizations utilizing Office 365 may require an administrator to grant Cronofy permission before linking a calendar. For more information review this link on the Cronofy site.

Getting Started: Option Two

From your Profile Settings:

  1. Click on your profile image or name and select Profile. From here, open the Settings Tab at the top and scroll down to Calendar Integration to find the “Link Calendar” button.
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  2. Follow the prompts from Cronofy (our integration partner who we leverage to help provide this calendar integration) to link to your chosen calendar
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  3. Be sure to approve the permissions for Cronofy to add and update items in your calendar.
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  4. Once you've linked a calendar you can return to your Profile Settings to add additional calendar accounts or unlink accounts. You'll also be able to see what calendars are linked from your account.
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Note: If you update the password for your linked calendar, you must unlink your calendar from OnBoard and re-link your calendar to update with the new password information. 

Note: Organizations utilizing Office 365 may require an administrator to grant Cronofy permission before linking a calendar. For more information review this link on the Cronofy site.

Sending a Calendar Invitation

Option 1: Sending When Updating Meeting Visibility

You can send the calendar invitation while simultaneously updating the visibility of the meeting. 

*NOTE*: This will send two email notifications:

  1. Email notification from OnBoard, updating the invitee on the status of the meeting.
  2. Calendar invitation email sent from your integrated calendar's email.

To send the calendar invitation when updating the visibility, please take the steps below:

  1. From your Notify Invitees prompt, keep the “Send Calendar Event from” box checked. If you click the name of your account, you can select another calendar to send from.
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  2. You can add a custom message if you'd like, then click “Next” to select the meeting participants you'd like to receive the calendar invitations.
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  3. You can add or remove users by checking or unchecking from the list, then click Create Calendar Event to send to the selected users.
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Option 2: Sending the Calendar Event Independently

You can also send the calendar invitation email independently. To do so, follow the steps below:

  1. Your meeting will need to be visible send the calendar invitation. Update the visibility of the meeting and uncheck the "Send Calendar Event from" checkbox. Then select either Notify
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  2. Once the meeting is visible, use the "Create Calendar Event" button to create the calendar event.
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  3. You can add or remove users by checking or unchecking from the list, then click Create Calendar Event to send to the selected users.
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Content of Calendar Event Email

The calendar event email will contain the following information:

  1. Title of Meeting
  2. Date & Time of Meeting
  3. Location of Meeting
  4. Invitees
  5. Custom Message Text (if included when initially making meeting visible)
  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 Book in OnBoard (if Meeting is All Visible when Calendar Event was sent)
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NOTE: To keep all meeting information secure, the Remote Meeting Details link directs invitees to the remote meeting details fly-out in OnBoard. For more information review our FAQs. 

Managing the Event Invitees and Sending Reminders

Return to your meeting's details any time you would like to manage your calendar event to add & remove invitees, update or delete the event, or send reminders to the attendees. 

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Clicking Manage Calendar Event will allow you to add or remove participants or delete the event entirely.

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*NOTE*: Unchecking participants who were already sent the calendar event and selecting "Update Calendar Event" will remove the calendar event from their calendars.

Tracking RSVPs

You will be able to track your RSVPs in the calendar you used to send the invitations, or by clicking on "Attendance" in the meeting. RSVPs from linked calendars will always respond back to OnBoard, so you’ll be able to view them on our platform.

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FAQs

Who can sync their calendar to OnBoard?

Any user can sync their calendar to OnBoard, but only Admins of a Meeting will need to sync their calendar to utilize the calendar integration for sending meeting calendar events. Note: the meeting organizer will not receive the calendar invite to their Inbox (it will post directly to their calendar).

Can I connect multiple calendars?

Yes, users can sync up multiple personal calendars to their OnBoard accounts if/as needed. Note: If you utilize a shared meeting calendar, you may need assistance from your IT as you will need the password to sync the calendar to OnBoard.

What will happen if I have multiple OnBoard organizations?

If a user has multiple OnBoard organizations that they wish to sync up, they will need to sync each org with that personal calendar. This will be a simple linking process, but we must implement it in this way to respect privacy needs across orgs. We will look to enhance this down the road if/as possible.

Can I send an invite to a subset of the people added to my OnBoard meeting?

By default, all invitees will be selected to send an invite to, but you can remove people from that invite list and manage the invitees later as needed. Note: Managing invitees to the OnBoard meeting must be done in OnBoard. Simply forwarding or adding additional attendees on the calendar invite will not add them to the invitee list in the OnBoard meeting.

 

Will RSVP track back into OnBoard?

Even though not all users will have their calendars synced, we are able to pass the RSVPs through the meeting admins linked calendar back into 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.

 

What changes can I make directly to the calendar event?

  • Only the organizer of the calendar event may change the calendar invitation directly from their calendar; however, another meeting Admin can update the Date, Time, and/or Location of the meeting directly in OnBoard which will trigger to send an updated notification and calendar event.
  • 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 the password for my linked calendar?

  • If you update the password for your linked calendar, you must unlink your calendar from OnBoard and re-link your calendar to update with the new password information. 

Can invitees launch the remote meeting from the Remote Meeting Details link in the calendar event?

To keep all meeting information secure, the Remote Meeting Details link directs invitees to the remote meeting details fly-out in OnBoard. 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. 

Related Article:

Understanding Invites & How RSVPs Work

 

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Comments

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  • Comment author
    Aaron Moore

    So excited about this enhancement - thank you!

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