At Sign In Scheduling we understand how important it is to have access to your schedule from more than one place. Our third-party calendar sync feature is designed to make this easy for you.
This guide will explain how to set up and use your calendar sync.
Note: each individual staff user will need to set up their own calendar sync. Admins cannot configure this for other staff members.
SECTIONS:
Syncing events between organizations
How to sync your calendars
To get started with your calendar sync, first make sure that you're able to take bookings under 'Setup' > 'Staff'. You must be able to take bookings in order to sync your calendars.
Then, head to 'Setup' > 'Apps' > 'Calendar sync'.
Click ‘Activate calendar sync’ under ‘Calendar sync settings’.
You’ll then be taken to Cronofy (our calendar sync provider). Follow the on-screen steps to sync your calendars.
You can sync your Sign In Scheduling calendar with your calendar(s) in iCloud/iCal, Google, Office 365, Exchange and Outlook.
You should now be done!
You can sync more than one third-party calendar with Sign In Scheduling. If you'd like to do this, click the ‘Activate calendar sync for more calendar providers’ button and proceed with the same steps as before.
Once completed, your third-party calendar will automatically sync with Sign In Scheduling. Sometimes, this can take a few minutes - Sign In Scheduling will let you know once the appointment data has finished syncing.
You’ll have the following options when syncing information between calendars:
- Sync Sign In Scheduling appointments into your third-party calendar
- Sync appointments from your third-party calendar into Sign In Scheduling
- Sync only mine, or everyone’s appointments
- Sync only ‘busy’ time, or include all appointment information
As long as you have enabled the option to sync appointments from your third-party calendar into Sign In Scheduling, appointments booked into your third-party calendar will block out your time in Sign In Scheduling.
This means that Sign In Scheduling will understand you're busy during this time, and will therefore not allow appointments to be booked with you for this period.
Note: new events/appointments and changes that are made to them usually sync across calendars very quickly, but sometimes there might be a delay. Bear in mind that you therefore might not see new additions or changes immediately. If you're unsure about the status of an event or appointment within Sign In Scheduling, it's best to check your Sign In Scheduling calendar first.
Syncing events between organizations
You can create/be a part of more than one Sign In Scheduling account/organization using the same email address to log in.
Syncing Sign In Scheduling events from separate organizations into the same third-party calendar
If you've already synced your Sign In Scheduling calendar to a third-party calendar using your login email address, your same calendar sync will be active, by default, within any new Sign In Scheduling accounts you create or within any new organizations you join using that email address. You can disable this if you want to.
For instance, if you're a staff member within two separate Sign In Scheduling organizations and you use the same email address to log into both, any appointments you schedule into your Sign In Scheduling calendar within either organization will be synced into your third-party calendar. You can disable this or amend your preferences within Sign In Scheduling under 'Setup' > 'Apps' > 'Calendar sync' by deselecting the options to sync to/from Sign In Scheduling.
Syncing busy periods between separate Sign In Scheduling organizations
Something else to note is that Sign In Scheduling will recognize and sync your busy periods across the separate organizations. If an event is scheduled within your Sign In Scheduling calendar in one organization, Sign In Scheduling will automatically mark this time as unavailable within your calendar in the other organization. Unavailable time is represented by the striped areas. The appointment information will however not be synced, and it is not possible to enable this.
If you'd like to disable this feature, contact our support team.
Note: in order for this feature to work, you'll need to have the newest version of our availability feature enabled. If you're notified within 'Setup' > 'Availability working hours' that you're using the old version, our support team can migrate you to the new version. There is no charge for this.
If you use more than one Sign In Scheduling account but use a different login email address for each, and would like Sign In Scheduling to recognize and sync your busy times as above, you'll need to change one of the email addresses so that they match.
To do this, head to 'Setup' > 'Staff' and then click the trash can next to your current email address. Click 'Add email' to enter the other email address, then click 'Invite'.
Exclusions
There are some events that cannot be synced between calendars. These are:
- Buffer/travel time - buffer/travel time added to appointments within Sign In Scheduling will not sync into your third-party calendar.
- Blocked time - blocked time booked into your Sign In Scheduling calendar will not sync into your third-party calendar.
- Multi-day appointments - appointments spanning across multiple days will not sync into your Sign In Scheduling calendar.
- Sign In Scheduling also does not support calendar sync for shared third-party calendars.
Troubleshooting
Most calendar sync issues, if and when they arise, can be easily fixed. Head to our troubleshooting guide for more information.
Need more help?
We hope this guide has been helpful. If you have any questions or need any help, don't hesitate to reach out to our support team who will be happy to assist.