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Microsoft 365 Calendar Sync

Calendar sync keeps your Readybuild appointments visible in Microsoft Outlook. When you create or update an appointment in Readybuild, it automatically appears in your Outlook calendar.

Benefits​

  • Automatic Outlook updates - Readybuild appointments appear in your Outlook calendar
  • Unified calendar view - See all appointments in Outlook or Readybuild
  • Mobile access - View Readybuild appointments on your phone through Outlook
  • Availability awareness - Readybuild sees your Outlook busy times when scheduling

Setting Up Calendar Sync​

Calendar sync requires two levels of setup:

  1. Administrator setup - Connect the integration at the company level
  2. User setup - Each user connects their own calendar

Administrator Setup​

  1. Go to Settings > Integrations > Microsoft 365
  2. Find the Microsoft 365 Calendar card
  3. Click Connect
  4. Sign in with your Microsoft administrator account
  5. Grant permission to access calendars

Once connected, you'll see a green "Connected" status.

Individual User Setup​

Each user who wants calendar sync must connect their own Microsoft account:

  1. Go to Settings > My Profile (or personal settings)
  2. Find the calendar connection option
  3. Click Connect Microsoft Calendar
  4. Sign in with your Microsoft account
  5. Authorize Readybuild to access your calendar

What Gets Synced​

Readybuild → Outlook (Automatic)​

When you create or update appointments in Readybuild, they automatically push to Outlook:

Readybuild FieldOutlook Field
Appointment titleEvent subject
Date and timeEvent time
LocationEvent location
Description/NotesEvent body
Assigned userCalendar owner

Outlook → Readybuild (Read-Only)​

Readybuild reads your Outlook calendar to show your busy times in the scheduling view. This helps with:

  • Viewing availability when scheduling appointments
  • Preventing double-booking
  • Seeing your complete schedule in one place

Important: Events created directly in Outlook appear as busy blocks in Readybuild but are not converted into Readybuild appointments. If you edit an appointment in Outlook that originated from Readybuild, those changes do not sync back.

What Does NOT Sync​

  • Changes made in Outlook to Readybuild-created events (edits don't flow back)
  • Recurring event patterns (each occurrence syncs individually)
  • Private/confidential event details (shows as "Private" with no location)
  • Categories/tags
  • Attachments

How Sync Works​

Readybuild Appointments → Outlook​

  1. Create or edit an appointment in Readybuild
  2. Within minutes, the appointment appears in your Outlook calendar
  3. Updates and deletions in Readybuild sync automatically to Outlook

Outlook Events → Readybuild (Availability Only)​

  1. Readybuild periodically reads your Outlook calendar
  2. Your Outlook events appear as busy blocks in Readybuild's scheduling view
  3. This helps prevent double-booking when scheduling new appointments
One-Way Sync

If you modify a Readybuild appointment directly in Outlook, those changes will not sync back to Readybuild. Always edit appointments in Readybuild to keep both systems accurate.

Sync Timing

Synchronization typically occurs within 1-5 minutes. It is not instant. For time-sensitive scheduling, create appointments directly in Readybuild.

Troubleshooting​

Appointments Not Appearing in Outlook​

Check these items:

  1. Personal calendar connected - Verify your calendar is connected in profile settings
  2. Allow sync time - Wait a few minutes; sync isn't instant
  3. Appointment saved - Ensure the appointment is saved, not just drafted
  4. Connection status - Check that the calendar shows "Connected"

Try this:

  1. Disconnect your calendar in profile settings
  2. Reconnect your calendar
  3. Wait 5-10 minutes for initial sync

Appointments Not Appearing in Readybuild​

Check these items:

  1. Calendar connected - Your personal calendar must be connected
  2. Correct calendar - Ensure the event is on your primary calendar (not a shared calendar)
  3. Event type - All-day events may not sync

Duplicate Appointments​

If you see duplicate appointments:

  1. Don't delete both - Delete the duplicate in one system only
  2. Wait for sync - The deletion should propagate
  3. Check for multiple calendars - Ensure you're not subscribed to the same calendar twice

Calendar Connection Failed​

Solutions:

  1. Check your Microsoft account has a valid license
  2. Verify Microsoft 365 is connected at the company level first
  3. Try a different browser or incognito mode
  4. Clear browser cache and cookies

Best Practices​

For Administrators​

  • Ensure company-level calendar integration is connected before asking users to connect
  • Communicate sync timing expectations to users (not instant)
  • Document which calendar users should use for scheduling

For Users​

  • Connect only one calendar account per user
  • Use your primary calendar, not shared calendars
  • Create appointments in Readybuild for project-related scheduling
  • Allow a few minutes for sync before expecting changes to appear

Security​

  • Each user controls their own calendar connection
  • Users can disconnect at any time without affecting others
  • Calendar data is accessed via OAuth 2.0
  • Readybuild cannot access calendars of users who haven't connected

Limitations​

  • Shared calendars - Only personal calendars sync
  • Recurring events - Limited support; individual occurrences sync
  • Room resources - Room calendars do not sync
  • Multiple accounts - One Microsoft account per Readybuild user