Shared calendar synchronization

Shared calendar synchronization in absentify enables seamless integration of leave and absence data into Microsoft Outlook group calendars or Teams group calendars. This guide covers everything from creating and sharing calendars to syncing absences with absentify’s powerful features.

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Benefits of shared calendar sync

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Enhanced visibility and flexibility

By default, absentify synchronizes absences directly to each employee’s personal calendar and provides a team overview within the app. However, shared calendar synchronization offers:

• The ability to sync absences to shared Outlook calendars or Teams group calendars.
• An option to display absences on shared screens in offices, such as lobby displays or common area monitors.

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Tailored for familiar workflows

Perfect for organizations that prefer traditional shared calendars alongside absentify’s app-based features:

• Maintain centralized visibility of team absences.
• Simplify absence tracking across departments or projects.

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Automated and configurable

Automate absence updates to shared calendars with configurable options, such as syncing only approved absences or selecting specific leave types.

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Setting up shared calendar sync

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Step 1: Enable Outlook calendar synchronization

Follow the instructions in the Outlook calendar synchronization guide to enable calendar synchronization in your Microsoft 365 admin settings.

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Step 2: Configure shared calendars

1. Go to Settings > Integrations > Calendar Sync.
2. Click Add a new calendar synchronization.
3. Name the calendar, provide a description, and proceed by clicking Next.

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Step 3: Select synchronization type

Choose one of the following options:

• Group calendar: Select from available Microsoft Entra ID groups and sync absences to the corresponding group calendar.
• Outlook shared calendar: Automatically sync absences directly to a shared Outlook calendar.
• iCal invites: Absences are sent as email invitations, allowing manual addition to calendars.

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Step 4: Assign departments

1. Select which department(s) you want to sync to the shared calendar.
2. Remove any departments by clicking the X next to their name if needed.

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Step 5: Configure absence types

1. Choose which leave types will appear in the shared calendar.
2. Use the Approved Only toggle to sync only approved absences.
3. Customize the name of the absence event in the calendar. For extra privacy, you can enter “absent” as the event name.

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Step 6: Save and view in Outlook

1. Click Save to finalize the configuration.
2. Navigate to your Outlook calendar to see the synchronized absences.

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Creating, sharing, and adding calendars in Outlook

Adding and sharing calendars in Outlook helps you manage and display your team’s absences clearly and transparently.

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Creating a calendar

Creating your own calendar is helpful to display your team’s absences separately from your personal appointments.

1. Log into your Outlook calendar and select Add calendar from the left-hand menu.
2. Select Create blank calendar and provide details, such as:
   • Calendar name (e.g., “Team Absences”).
   • Color and Charm (optional) for easy identification.
   • Add to group selection.
3. Click Save to add the calendar, which will appear under My Calendars.

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Sharing an Outlook calendar

Sharing your calendar is helpful so that colleagues or your team can keep track of current absences.

1. Locate the calendar you want to share, click the three dots, and select Share Calendar.
2. Enter the recipient’s email address and choose permissions (e.g., “Can view all details”).
3. Click Send. The recipient will receive an invitation to accept the calendar, which will then appear in their Outlook view.

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Adding a shared calendar

Add a shared calendar to display the absences of other teams or departments in your own calendar. If a coworker shares their calendar, you can add it to your account:

1. Log into Outlook Exchange and select Add calendar > From directory.
2. Search for the user’s calendar and specify the calendar group (e.g., “My calendars”).
3. Click Add to save it to your view.

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Displaying shared calendars in Microsoft Teams

With the new Unified M365 Calendar App, you can now seamlessly integrate shared calendars directly into Microsoft Teams. This feature is ideal for displaying absences in shared calendars alongside absentify’s app-based team overview, offering flexibility for teams accustomed to managing schedules via shared calendars.

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Adding a shared calendar using the unified M365 calendar app

1. Open Microsoft Teams: Launch the Teams application on your device.
2. Navigate to the calendar section: In the left-hand navigation menu, locate and open the Calendar section.
3. Access the unified M365 calendar:
   • Use the search bar or the app catalog to find the Unified M365 Calendar App.
   • If it’s not installed, follow the prompts to add it to your Teams environment.
4. Add shared calendars:
   • Within the Unified M365 Calendar App, select the option to add or display shared calendars.
   • Choose the specific calendar you want to display (e.g., a department absence calendar or team calendar).
5. View and interact:
   • The shared calendar will now appear within Teams, accessible alongside your personal calendar.

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Example use cases for Teams integration

• Display on shared screens: Use the Teams app to showcase absences on shared screens in common areas, such as lobbies or breakrooms.
• Improved collaboration: Allow team members to view department-wide absences directly in Teams, simplifying scheduling and coordination.

By leveraging the unified M365 Calendar App, your organization can streamline absence visibility and ensure seamless collaboration across platforms.