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Office 365 with Teams Calendar Sync

Updated

Syncing your TimeTap calendar with Office 365 with Teams will allow you to - 

  1. See all of your TimeTap appointments on on your Teams calendar and whatever devices you run that on.
  2. Sync any of your Teams appointments where you are listed as "Busy" to TimeTap and block your availability so that no clients can book with you during that time.
  3. Add appointments to a Teams calendar that you and your colleagues can contribute to.
  4. Sync appointments to multiple Teams calendars and sub-calendars.

In this documentation we'll go through - 

 

 

How to Set Up Office 365 with Teams Sync

To set up Office 365 with Teams calendar sync, you'll first need to click on your name on the upper right corner of the page and then select My Profile - 

 

From the staff profile, click on the Calendar Sync tab and then select the Office 365 with Teams logo - 

 

You will then be taken to a page where you can select which account to log in to - 

 

You'll then get prompted to log in with your Office 365 with Teams password in order to authorize TimeTap to access your Teams calendar - 

 

Once you have authorized this, you'll get taken back to TimeTap, and your sync will start to run. The first sync typically takes about 30 minutes to complete. After that, the calendars will update automatically about every 15-20 minutes.

 

 

How to View Feed of Synced Appointments

To view which appointments are syncing between TimeTap and your Office 365 with Teams calendar, you can click on the View Feed button located under the Actions column in the Your External Calendar Sync Feeds section of your Calendar Sync page - 

 

This will cause the View Calendar Sync Feed Details window to appear, which will inform you of the most recent appointments synced from your Office 365 with Teams calendar - 

 

The table shown in this new window is broken down in 6 columns (labeled in the image above), each showing a different piece of information - 

  1. ID - This is the ID assigned to this appointment in TimeTap - you can use this number to search for this specific appointment in TimeTap.
  2. Starts at - This is the time and date the appointment is set to begin.
  3. Ends at - This is the time and date the appointment is set to end.
  4. Subject - This is the text entered in the subject field in your external calendar at the time the appointment was created.
  5. Loaded - This lets you know if the appointment was successfully loaded into TimeTap.
  6. Info - 
    1. If the appointment was loaded, then this will tell you the last time the appointment was updated in Teams 
    2. If the appointment wasn't loaded (i.e. it is a TimeTap appointment or it is a Teams appointment which you are listed as Available for) then the info section will tell you why it wasn't loaded

If you are looking at your appointment sync feed and you see a red circle with a white x in the Loaded column, don't panic! This just means that the appointment had synced to your Teams calendar and when Teams sent the information to sync to your TimeTap account, TimeTap rejected the appointment because it was already in your calendar or because it was a Teams appointment where you are listed as Available.

 

 

How to View Appointments from Office 365 with Teams in TimeTap

When looking at your calendar view under the Appointments section, you will see Office 365 appointments come in with the prefix "[ext]" next to them - 

 

Here is a close up - 

 

The [ext] just means that this appointment is coming from an external calendar source. If you click on the appointment, you will get taken the appointment profile - 

 

If you need to make any changes to the appointment, you will need to log in to the associated Office 365 with Teams account to make those changes. If you try to make changes to an external appointment from TimeTap, you will get an error message saying that you cannot make changes to that appointment - 

 

 

How to View TimeTap Appointments in your Office 365 Calendar

When looking at your Office 365 with Teams calendar, you'll see all TimeTap appointments come through with a "[tt]" in front of the name of the appointment - 

 

Here is a close up - 

 

If you open the appointment on your Teams calendar, you will see that TimeTap gets listed as the source for the appointment - 

 

It is recommended that you do not make any changes to TimeTap appointments from Office 365 with Teams. While Teams will allow you to, it will likely result in more confusion than anything. We recommend that if you need to make any changes to TimeTap appointments that you always log in to TimeTap to make them.

 

 

How to Revoke Access to your Office 365 with Teams Calendar and Stop the Sync

If you need to stop the sync between TimeTap and your Office 365 with Teams calendar, you can go to the Calendar Sync tab of your staff profile and click on the red Stop Sync button - 

 

A window will pop up prompting you to confirm that you want to stop syncing. You'll want to click on the red Yes, I want to stop syncing with this account button - 

 

And you'll see a brief confirmation message - 

 

The Calendar Sync tab on your staff profile will return to how it appeared before you initiated the calendar sync - 

 

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