Synchronize VanillaSoft Calendar with Google or Outlook 365

VanillaSoft’s Calendar Integration lets you synchronize either your Google or Outlook 365 calendar with your VanillaSoft calendar. Once synchronized, your Google or Outlook 365 calendar events will be visible in your VanillaSoft calendar, helping to ensure that appointments booked in VanillaSoft do not conflict with other events already scheduled. The synchronization also allows you to view your VanillaSoft calendar entries in your Google or Outlook 365 calendar. By default, Google or Outlook events will only appear in VanillaSoft as blocked-off time without showing any event details. 

Note: One-off appointments created in Outlook scheduled in the past will only show within your VanillaSoft calendar as far back as the beginning of the previous month. Recurring appointments created in Outlook will only display within your VanillaSoft calendar if the initial appointment is created only as far back as the beginning of the previous month.

Calendar Sync as a Caller

1. Log in to VanillaSoft as a Caller.
2. Click on your username in the top-right corner.
3. Select Calendar Integration from the menu on the left.
4. On the new window that pops up, select either Google or Outlook.
5. Follow the appropriate steps for your calendar:
• For Google
1. Click the Proceed to Google Authorization button.
2. Log in to your Google account and select Allow.
3. Open the Select a Calendar drop-down and chose the desired calendar.
4. Once done, click Save.
5. You can now click Close to complete the setup.
• For Outlook
1. Click the Proceed to Outlook Calendar Authorization button.
2. Log in to your Outlook account and select Accept.
3. Open the Select a Calendar drop-down and chose the desired calendar.
4. Once done, click Save.
5. You can now click Close to complete the setup.

Calendar Sync as an External Agent

 An Admin must initiate the configuration by doing the following:

1. Log in to VanillaSoft as an Admin.
2. Open the Project where the External Agent resides.
3. Open the Workflow/Routing tab from the top and select the Appointment Setting section.
4. Open the Manage External Agents sub-menu.
5. Select the External Agent from the list on the left.
6. Open the Calendar Integration drop-down and select the desired calendar type.
7. Once selected, click the Send Instructions button.

At this point you, as the External Agent, will receive an email and will need to do the following:

1. Open the email and click the link listed at the bottom.
2. Log in to your email account and select Allow.
3. Open the Select a Calendar drop-down and chose the desired calendar.
4. Once done, click Save.
5. You can now click Close to complete the setup.

At this point, your configuration has been completed you will now see events on both calendars. If you would like to remove your calendar synchronization, follow the steps in our Remove Calendar Synchronization article.