Outlook and Google Calendar Integration

Outlook and Google Calendar Integration

LeaveWizard provides you with the option of integrating your Leave Wizard account with your Outlook or Google calendar account so that you can view leave information in your LeaveWizard system via your Outlook or Google Calendar as well as any other calendar that supports subscriptions to internet calendar feeds (iCal). Once you have configured integration with Google calendar you can also show your LeaveWizard calendar on most mobile smart phones.

We will go through the steps required to set-up Outlook and also Google Calendar. Other tools will follow very similar steps.

How do I achieve Outlook Integration?

If you are a LeaveWizard administrator user then you have the option to either subscribe to the whole company calendar or just your own personal calendar. If you are a team member user then you only have the option to subscribe to your personal calendar.

As an administrator user wishing to subscribe to the whole company calendar, use the menu at the top to navigate to Settings | Company Settings | Outlook Integration.


To enable LeaveWizard to integrate with your Outlook account, you will need to tick the box ‘Enabled’ as shown in the screenshot. By default Outlook Integration is disabled, this is because the iCalendar subscription protocol known as “webcal:” does not support the secure https protocol and therefore any calendar event information that you publish will not be encrypted. You must understand this before you enable Outlook Integration. If you have any questions or concerns about this then please do not hesitate to contact our support team.

Once Outlook integration is enabled, an icon appears on the dashboard for each employee. This provides them with a link that will provide a customised view of the Outlook calendar based upon their privileges within LeaveWizard i.e. if they can only see leave for those people within their team then that is what will be displayed within outlook.


To start the integration process you will then need to click on "Add to external Calendar" . Your computer will then bring up an ‘External Protocol Request’ requesting permission to launch an external application to allow the two software packages (LeaveWizard and Outlook) to be integrated. You will need to click ‘launch application’ here (see below screenshot).

clip_image004

Your Outlook account will be automatically opened and a pop up box will appear asking whether you wish to add this internet calendar to Outlook and subscribe to updates (see below screenshot). Click yes here. This will integrate your LeaveWizard calendar with MS Outlook. Whenever you send and receive email your local copy of your LeaveWizard calendar will be automatically updated with any new leave requests.

clip_image006

You also have the option to ‘Download leave file for the entire company’ or ‘Download your personal leave file’. Clicking the image on the right (with red arrow pointing downwards) gives you a one-off snapshot of all leave contained within LeaveWizard. This file will not be synchronised whenever mail is sent from within Outlook.

If you are a line manager or team member user and you wish to subscribe to your personal calendar, please navigate to My Settings/Outlook Integration and follow the same steps as above.

Steps required to integrate Google Calendar

Similar to the process for configuring Outloook as an administrator user use the menu at the top to navigate to Administration/Company Settings. You will then see the Company Details form which shows your current stored settings. Below this you will see a section entitled ‘Outlook/Google Calendar Integration’.


To enable LeaveWizard to integrate with your Google calendar account, you will need to choose the “Yes” option as shown in the screenshot. Once you’ve enabled the integration you will see two images. Right click the image on the left (with the blue tick) and depending on your browser select either Copy shortcut (IE), Copy link address (Chrome) or Copy link location (Firefox).

Open your Google calendar in your browser and click the arrow right of the Other Calendars label. This will open a context menu. Choose Add by URL as displayed in the screenshot below.

image

This will open a small dialog looking like the one below this text. Paste the URL you copied from your company settings LeaveWizard page.

image

Do not tick “Make the calendar publicly accessible” unless you really want anyone with a Google account to be able to see it. Click Add Calendar. The calendar will now appear in the Other calendars section like my “LW Calendar” in the screenshot above.

Once you have Google calendar integration you may also choose to integrate your new LeaveWizard calendar with your smart phone. This is usually straight forward once you add your Google mail account to your device. We have successfully managed to integrate with both iPhone and Android phones. For convenience we provide links to the following two articles that will show you how to integrate Google calendar with your iPhone and this one covers Android and Windows mobile phones.

Steps required to sync Calendar with outlook for MAC users

 You need to follow the below steps to sync your calendar with outlook  for MAC users:

From web browser, not Outlook for Mac:

  • Login to Outlook Web Access
  • Go to 'Calendar'
  • Right click 'My Calendars', then left-click 'Add Calendars'
  • Supply the URL to the '.ics' feed. {To get the Calendar URL you will need to right click the "Add to external calendar” link from the LW dashboard and choose Copy Link  }
  • Outlook for Mac will sync the calendar automatically.

General

  1. Setting up hours based leave for part-time workers
  2. Resetting your password
  3. Verifying status of a leave request
  4. The Line Manager Dashboard
  5. Restrictions Part 1
  6. Restrictions Part 2
  7. Custom Groups
  8. Work (Shift) patterns
  9. Setting up LeaveWizard–Summary
  10. Setting up LeaveWizard – Public Holidays
  11. Setting up LeaveWizard – Approvers
  12. Setting up LeaveWizard – Event types and Allowances
  13. Organization And Employees
  14. Setting up LeaveWizard – Basic settings
  15. Monthly Allowance Report Emails
  16. Recording leave in hours
  17. Location specific Public Holidays
  18. Showing and hiding allowances and leave details
  19. Carry overs explained
  20. Allowing events to be recorded on non-working days
  21. Allowing events to be requested in the past
  22. How to allow or disallow users editing requested events
  23. Setting the company and user leave year
  24. The Bradford Factor
  25. Overtime and Time Off in Lieu
  26. How is my billing information processed?
  27. Subscribing to a paid plan
  28. How can I view my account details
  29. How to manage room bookings
  30. How to share your company calendar
  31. Outlook and Google Calendar Integration
  32. Specifying someone to cover leave
  33. Alternative Work Patterns
  34. My Settings
  35. Cancelling leave
  36. I want to book a period of leave that incorporates a bank holiday. How do I stop this day from being deducted from my holiday allowance?
  37. Recording absence
  38. Base Leave Types
  39. Changing your password with LeaveWizard
  40. Approving or Rejecting Leave
  41. Leave Charts and Calendars
  42. Requesting leave
  43. Configuring allowances
  44. Adding New Users
  45. Tracking appointments in LeaveWizard
  46. How does LeaveWizard Calculate Holiday Entitlement
  47. How to include bank holidays in the holiday allowance, then book these as a bulk booking for all the company
  48. Mandating leave requests in advance
  49. My line managers aren't approving leave requests, what should I do?

Feedback and Knowledge Base