TABLE OF CONTENTS
- General information about calendar integration
- Setup and configuration
- Appointment booking and management
- Room booking
- Data protection and security
- Troubleshooting and support
General Information About Calendar Integration
What are the benefits of calendar integration?
For example: Automatic synchronization of appointments, fewer manual steps, checking the availability of participants, and the ability to directly book rooms and appointments. More information: Calendar IntegrationWhat is the difference between Calendar Integration Basic and Calendar Integration Plus?
Calendar Integration Basic provides a basic connection to external calendar systems for displaying appointments. Calendar Integration Plus enables advanced features such as room booking and appointment booking by applicants. More information: Calendar IntegrationWhich calendar services can be connected to d.vinci?
The integration works with:- Google Calendar
- Apple Calendar
- Microsoft Office 365
- Microsoft Outlook
- Microsoft Exchange
Setup and Configuration
BASIC: Why does the first user need administrative rights for individual connection?
The Cronofy app must be installed once in the Office 365 tenant – this can only be done by an administrator. If the first user wants to connect their calendar, a corresponding message will appear. A link can be used to request permission from the administrator. After that, all users can log in with their own credentials. More information: Cronofy DocumentationBASIC/PLUS: How can I check if my calendar connection is active?
The connection status can be viewed on the My User page. More information: Calendar Integration: Check Calendar ConnectionIf problems occur, it often helps to disconnect and reconnect the calendar of the d.vinci user. See: Connect Calendar.
BASIC: Sometimes re-authentication by your company's IT administrators (not d.vinci administrators) may be required.
BASIC/PLUS: Is it possible to connect a user to multiple calendars?
Sometimes recruiters wish to have scheduled appointments appear in both their personal and a group calendar. However, this is technically not possible.BASIC/PLUS: What should be considered when using multiple Microsoft tenants?
Basic: There are no special considerations. Each user connects their calendar independently of the tenant. Whether different calendar systems or multiple Microsoft tenants are involved does not matter.PLUS: Only users within the same tenant as the service account can be centrally connected. Others must link their calendars themselves.
BASIC/PLUS: Why do I need to reconnect my calendar repeatedly?
Cronofy uses "credentials" to access calendars. These can become invalid if changes are made in MS Office 365 – usually initiated by your IT department. If such a disconnection occurs, please check with your IT department to see if they have made changes to the Office 365 settings.A helpful article on our partner's website: Disconnection FAQ
PLUS: Can rooms from different calendar systems be connected?
Some of our customers use different calendar systems, such as Office 365 and Exchange Online. A room list can only be created from the rooms of one calendar system. Integration from different calendar systems is not possible.Appointment Booking and Management
BASIC/PLUS: Is it possible for organizers not to receive a calendar entry?
No. Appointment creators always receive the calendar entry. This ensures they retain control over the scheduled appointments. This is a technical requirement of the calendar system. If the organizer does not need to participate, they must set the appointment in their calendar as "free" so that it does not block time. If the organizer deletes or cancels the appointment, it will be canceled for everyone.BASIC/PLUS: How does the system behave with appointments marked as "Working elsewhere" or "Tentative"?
These times are considered booked (= unavailable), similar to "booked," "tentative," or "out of office." These settings are predefined by Microsoft and cannot be changed.An appointment also has the status "Tentative" if the invited person has not yet accepted.
BASIC/PLUS: How can we ensure that as many appointments as possible are available?
For example, home office appointments can be marked as "free" so that they do not block bookings.BASIC, PLUS: Are appointments deleted when the application is deleted?
The appointments remain.PLUS: When are calendar data queries made?
The display is in real-time. As soon as candidates open the booking link, the current availabilities from the calendars are retrieved.PLUS: Can the logo on the candidate booking page be changed?
No, the logo cannot be changed. The d.vinci logo is displayed.PLUS: Is the working time set in MS Outlook passed on?
The defined working time of the calendar is not adopted. Instead, availabilities can be individually restricted via the My User menu.PLUS: Can organizers receive an email when candidates book an appointment?
A confirmation is not automatically sent to the organizers. The status of the appointment can be viewed in the application on the Appointments tab.PLUS: What happens if no appointment is available or none of the available appointments suit the candidates?
If none of the appointments suit, candidates can click a link indicating that no suitable appointment was available. In this case, an automatic status change to "Booking failed" is carried out, provided this is set up in the system.PLUS: What happens if the defined booking period has expired?
An automatic status change with the information "Booking failed" occurs if the booking period has expired before candidates have booked an appointment.Relevant information on setting up the automatic status change, including task definition, can be found in this help article: Getting Started with: Calendar Integration Plus
PLUS: Is it possible for a centrally connected user to manually disconnect their calendar connection?
It is not possible to disconnect a calendar via the My User page.Users with access to the Users page can access individual users and disconnect their calendar connections.