How to synchronize VanillaSoft’s calendar with a Google or Outlook 365 calendar

VanillaSoft’s Calendar Integration lets a VanillaSoft user or external agent synchronize either their Google or Outlook 365 (hosted online) calendar with the VanillaSoft calendar. Once synchronized, the Google or Outlook 365 calendar events will be visible in the VanillaSoft calendar, helping to ensure that appointments booked in VanillaSoft do not conflict with other events already scheduled. (Note that by default, Google or Outlook events will only appear in VanillaSoft as blocked-off time without showing any event details.)

The synchronization also allows the VanillaSoft user or external agent to view their VanillaSoft calendar entries in their Google or Outlook 365 calendar at any time from any device.

A VanillaSoft user must do the following to sync their Google or Outlook 365 (hosted online) calendar with the VanillaSoft calendar:

  1. Log into VanillaSoft as a Caller
  2. Go to your user profile by clicking on your Username on the top right of the interface
  3. Select Calendar Integration
  4. Select either Google or Outlook 365
  5. Click on "Proceed to Authorization"
  6. Select your account
  7. Give permission for VanillaSoft to access your calendar
  8. Select the Calendar you want to sync
  9. Click Save.

For an external agent’s Google or Outlook 365 calendar to be synchronized with the VanillaSoft calendar:

  • A VanillaSoft Admin must initiate the synchronization by:
    1. Logging in to the Admin side of VanillaSoft
    2. Under Workflow/Routing, hover over Appointment Setting and select Manage External Agents
    3. Select an external agent
    4. Beside Calendar Integration, select either “Google Calendar” or “Outlook Calendar” from the dropdown
    5. Click Send Instructions.
  • Once the external agent receives the emailed instructions, he or she should:
    1. Click on the link in the email
    2. Select your account
    3. Give permission for VanillaSoft to access your calendar
    4. Select the Calendar you want to sync
    5. Click Save.
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