Introduction
The purpose of this integration is to provide a seamless solution for synchronizing and managing calendar data between MeetingBox’s “My Plan,” Outlook Calendar, and Microsoft Teams. The functionality is designed as an allowed module named “Sync Tasks, Meetings & Appointments” in the system.
Objective
The objectives of this integration are as follows:
A reliable synchronization mechanism between MeetingBox’s “My Plan” and Outlook Calendar to avoid manual transfers.
Enabling automatic synchronization of new Tasks, Appointments, and Meetings created in MeetingBox with Outlook Calendar, and vice versa.
Tasks synchronized will appear as events in the Outlook calendar, allowing users to transform them into meetings.
Integration of Meetings and Appointments with Microsoft Teams for improved collaboration and time management.
Modules in Scope
For syncing tasks with Outlook calendar – Calendar “My Plan” tab
For syncing meetings and appointments integration with Outlook calendar – Calendar “My plan”, “My calendar”, and “HR” tab.
Enabling "Sync Tasks, Meetings & Appointments"
1. Ensure that the allowed module "Sync Tasks, Meetings & Appointments" is enabled in the system.
2. Make sure that in Azure settings, under the Outlook app, you update the client ID, tenant ID, and secret key ID for the sync. Visit the Azure portal to generate these keys: https://portal.azure.com/.
3. Once enabled, new appointments and meetings created in MeetingBox will automatically sync with the Outlook Calendar, and vice versa.
Creating New Meetings and Appointments in MeetingBox “My Plan
To add new meetings or appointments from MeetingBox:
1. Login as a MeetingBox user.
2. Navigate to the “Calendar” tab.
3. Go to the “My Plan” section.
4. Click on the “+Add” button on the top right corner.
5. Select “New meetings”/” New appointment” from the dropdown option.
6. Provide the details for the new meeting/appointment: From date and time To date and time, Subject, Attendants' email.
7. Click 'Save' to generate the meeting details.
8. The added meeting will automatically sync with the Outlook Calendar.
Creating New Meetings and Appointments in Outlook
To add new meetings or appointments from Outlook to sync with MeetingBox:
1. Open your Outlook email account.
2. Click on the “Calendar” option.
3. Schedule a meeting or appointment by providing the required details, including Date and time, Subject, and Attendees.
4. Save the meeting or appointment.
5. The created meeting or appointment in Outlook will automatically sync with the MeetingBox “My Plan” Calendar, ensuring smooth integration between both platforms.
Note: Currently, we're not including the capability to add recurring meetings or appointments on either platform.
Managing Appointments and Meetings
Easily manage appointments and meetings on both Outlook Calendar and MeetingBox “My Plan” calendar using Microsoft Teams as a platform for joining meetings.
Meetings or appointments created in MeetingBox's "My Calendar" or "HR" tab will reflect in the respective user's "My Plan" calendar and sync with the Outlook Calendar.
Overlapping meetings or appointments will be available in the all-day event section with a requested status, allowing the user to decide whether to use it for tracking or not.
Any changes or deletions made to the data in the calendar on either platform will be reflected on both platforms.
If participants have the "Sync Tasks, Meetings & Appointments" option enabled in the system, the added meetings and appointments will be visible in both their respective MeetingBox "My Plan" and Outlook Calendar.
All the users will receive a notification via Outlook when a new meeting/appointment is added/updated/canceled.
Users can check the history of added/updated meetings and appointments, including information on the platform and the user who made the changes.
Syncing Tasks from 'My Plan' to Outlook
The option "Sync Tasks with Outlook Calendar" will only be visible in the user's profile section only when the allowed module feature is enabled.
To synchronize tasks from 'My Plan' to Outlook:
1. Login as a MeetingBox user.
2. Click on the user icon within the MeetingBox interface.
3. Navigate to "Settings" and select the "Main Settings" tab.
4. Find the option labeled "Sync Tasks with Outlook Calendar" in the Main Settings tab.
5. Check the option to enable automatic synchronization of added tasks with the Outlook calendar.
After enabling synchronization:
1. Navigate back to the Calendar tab.
2. Go to the 'My Plan' section.
3. Add a new task, while adding a new task, the option “Add to Outlook calendar” will be checked automatically.
After adding the new task, it will sync as an event in the Outlook calendar.
Note:
The “Add to Outlook calendar” option is an additional option that will be available in the MeetingBox calendar "My plan" tab only.
The user can uncheck the option to disable automatic synchronization, providing manual control over task syncing.
Overlapping tasks will be available in the all-day event section with a requested status, giving the user control over tracking.
Changing an event to a meeting in Outlook will keep tasks in the MeetingBox 'My Plan' calendar as tasks.
Moving/copying/removing a task in the "My Plan" calendar on MeetingBox will reflect changes in the Outlook calendar. Task descriptions will only sync from MB to Outlook.
Changes made to synced events (e.g., Altering the title, changing the time or date, removing an event), in the Outlook calendar will be reflected in MeetingBox tasks.