External Calendar Integration

External Calendar Integration


LeaveWizard allows calendar applications that support iCalendar (iCal), primarily Outlook calendar and Google Calendar, to display your calendar events. Your leave information can then be viewed anywhere you have access to Outlook or Google calendar including on your smart phone.

Setting up Calendar Integration

Users can either subscribe to all personal leave or all visible leave. By default only subscription to personal leave is available but an administrator can optionally allow users to subscribe to all visible leave.

All personal leave means all your personal leave that you have been authorised to view by an administrator.

All visible leave means all your personal leave and leave for other users in your company who you have been authorised to view by an administrator.

To allow users to subscribe to all visible leave an administrator can change the 'Do you want to share all leave with your employees via Outlook or Google calendar?' setting to 'Yes' on the Company Settings page.
 


This setting will dictate if the 'Subscribe to all visible leave' option is available in the 'Outlook/Google Calendar Integration' section of the My Settings page.

Additionally, an administrator can select which event types are available on the external calendars. On the 'Event Types and Allowances' page edit the event type. In the 'Visibility' section 'Publish this event type in iCalendars' should be ticked for the events of this type to appear on the external calendar.



It should be remembered that notification of changes made on LeaveWizard to Outlook and Google require these calendars to act on the changes and this is not instantaneous. For example, Outlook advise that updates should be action-ed every 3 hours but can take more than 24 hours.

Selecting Calendar Integration

You can subscribe to the LeaveWizard calendar and add it to your external calendar from your My Settings page. The options available in the 'Outlook/Google Calendar Integration' section will vary depending on the settings made in Company Settings as described in the 'Setting up Calendar Integration' above.

If all visible leave is not available, then as an employee or line manager, the section will look like this with a message and a 'Subscribe to all personal leave' link:



If all visible leave is not available, as an administrator, the section will look like this with a link to enable the all visible leave option and a 'Subscribe to all personal leave' link:



If all visible leave is available then the section will look like this for all users:




Subscribing to Outlook Calendar Integration  

If you have an Outlook calendar account you can subscribe to the LeaveWizard calendar by clicking on a subscribe link, either 'Subscribe to all personal leave' or 'Subscribe to all visible leave' that is available to you.
You will then get a pop-up, similar to that shown below, requesting permission to launch Outlook if it is installed on your computer.  Agree to continue.



Outlook will then open and another pop-up, similar to that shown below, will request permission to add the calendar and subscribe to updates. Again, agree to continue.



Finally, you will get another pop-up, similar to that shown below, showing the progress of the calendar being added to Outlook.


Subscribing to Google Calendar Integration


If you have a Google calendar account you can subscribe to the LeaveWizard calendar by copying the link address for either 'Subscribe to all personal leave' or 'Subscribe to all visible leave' that is available to you.
To copy the link address to your clipboard, right click on the subscribe link and select 'Copy link address' on the pop-up menu. The terminology varies between browsers. For Chrome, 'Copy link address', for Edge 'Copy link', for Internet Explorer 'Copy shortcut' and for Firefox 'Copy Link Location'.


When you have copied the address to your clipboard, open the Google calendar web app and click the '+' icon next to 'Other calendars' label on the main menu.



This will open a context menu. Choose the 'From URL' selection.



Then paste the URL you copied previously into the 'URL of calendar' field. We recommend that you don't tick the 'Make the calendar publicly accessible?' box unless you want anyone with a Google account to be able to see your calendar. Then click 'Add calendar' to complete integration.



Although beyond the scope of this article, you may also want to integrate your LeaveWizard calendar with your iOS or Android smart phone app. This is usually straightforward once you add your Google mail account to your device.

Subscribing to Outlook Web Calendar and Integration on a Mac

As a Mac user, you can subscribe to the Outlook calendar using the Outlook web app. Copy the link address as described in the 'Subscribing to Google Calendar Integration' section above. When you are logged in and on the Outlook calendar app page, click 'Add calendar' on the main menu.



This will open the Add Calendar pop-up menu. Choose the 'Subscribe from Web' selection.



Then paste the URL you copied previously into the 'Enter calendar URL' field.  When you do this more options will appear and you need to give the calendar a name. Then click 'Import' to complete integration.



These instructions for a Mac user are appropriate to anyone wanting to subscribe using the Outlook web app. A similar procedure is applicable for the Office 365 calendar except 'Import calendar' rather than 'Add calendar' on the main menu should be used. This will open the import calendar pop-up menu. Choose the 'From Web' selection. Then paste the URL you copied previously into the 'Link to the calendar' field. Then click 'Import' to complete integration.

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