Connecting your Microsoft Office 365 Email and Calendars with Survey Booker

Connecting Calendars

There are two ways you can connect a Microsoft 365 calendar depending on what you are trying to connect.

1. Central email for the whole company
2. Individual user emails

Connecting a central calendar for the whole company

Navigate to Settings > Integrations > Office 365

Under the “Account settings” tab you can connect a central company calendar for posting calendar events to. For example, jobs that aren’t assigned to any one.

Connecting individual user calendars

Following the same process above, you can then navigate to the “Your settings” tab. On this tab a user connects their own calendar. When settings appointment dates, report due dates and tasks, these events can be posted through to individual user calendars if connected.

Calendar settings

There are three tabs:

• Inspection due
• Report due
• Tasks

Under each tab you have a separate activation slider to set if that event type should be sent to your calendar or not. Turn it on to allow that event type to add to your calendar.

You can also set a different event title, description, location and attendees using the shortcodes listed. How you set up your template here will set how your calendar event is created.

Frequently asked questions

Which calendar will events be added to?

Individual user calendar: When setting an inspection date, report due date or task, the event will be added to the assigned users calendar provided:

• The user has connected their calendar in the settings
• The event type is set as active in your O365 settings

Central calendar: If no user is assigned or the assigned user hasn’t connected a calendar, the event will add to your central calendar connected under the Account settings tab.

What happens if I make changes to an appointment date:

• Rescheduled appointments: the event will be rescheduled in the user’s calendar.
• Reassigned appointments: the event will be removed from the original user’s calendar and added to the new user’s calendar.
• Cancelled appointments: when a job is cancelled, the event will be automatically removed from the user’s calendar.
• Manually moving the job status back: if you move the job back from inspected to booked, we’ll remove the report due event. Likewise, if you move the status back from booked to accepted, we’ll remove the appointment from the calendar.

What happens if my calendar disconnects?

We’ll send the user an email to let them know their calendar has disconnected advising that they need to login and reconnect it. If you’ve booked an appointments and it’s defaulted to the central calendar due to the calendar disconnection, you can move the job back to accepted and rebook it to send it to their calendar once rebooked.

Example description

OVERVIEW
Job type: [Survey Type]

CUSTOMER
Customer name: [Customer Name] – main customer name, not the report name. 
Customer email: [Customer Email]
Customer phone: [Customer Phone]
Correspondence Line 1: [Correspondence Address Line One]
Correspondence Line 2: [Correspondence Address Line Two]
Correspondence City: [Correspondence City]
Correspondence county: [Correspondence Country Code]
Correspondence postcode: [Correspondence Postal Code]

JOB DETAILS
Survey quote: £[Survey Quote]
SB ID: [Survey ID] 
Internal ID: [Internal ID] 
Internal ref: [Internal Reference]
Additional info: [Additional Info]
Assigned user: [Assigned User]
Extras: [Optional Services]
Payment date: [Payment Date]
Total paid: £[Total Paid]

TERMS
Signed term logs: [Signed Term Logs]
Signed terms: [Signed Term Link]
Signed terms date: [Signed Terms Date]

PROPERTY
Address: [Address]
Postcode: [Postcode]
Property value: £[Property Value]
Tenure: [Tenure]
Bedrooms: [Bedrooms]
Property link: [Property Link]
Property type: [Property Type]

ACCESS
Property access through: [Property Access Through]
Access company: [Access Company Name]
Access name: [Access Name]
Access email: [Access Email]
Access number: [Access Number]
Access address: [Access Address]
Access notes: [Access Notes]