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Outlook Calendar Integration

Integrate WorkRamp with your Microsoft Outlook Calendar for event invite management

PM team avatar
Written by PM team
Updated over 5 months ago

This Help Article will walk you through the following aspects of the Outlook Calendar integration:

  1. Enabling Outlook Calendar in WorkRamp

  2. How the integration works

  3. FAQ

Integration Requirements

  • This integration is available for the Employee Learning Cloud only

  • To enable the Microsoft Outlook Calendar integration on your account, you must have both Outlook Calendar administrator credentials (someone who can approve applications) and WorkRamp admin access. Admin access in either system can be revoked after the Integration setup is complete

To learn more about Creating & Managing Events in WorkRamp click here.

Enabling Outlook Calendar in WorkRamp

There are two steps to enable the Outlook Calendar integration in WorkRamp:

  1. Admin authentication & permission granting

  2. Organizer setup

Below we will go into detail on each of these steps.

1. Authentication

To get started with the setup, navigate to Settings > Integrations > Outlook Calendar.

On the Outlook Calendar page, click "Enable" button which will activate a pop-up to authenticate within Outlook. During authentication the Admin will be prompted to provide WorkRamp with read/write access to all users within your Outlook instance. This must be provided in order to use the integration.

2. Organizer

Once authenticated the Admin must select the Organizer Email. The Organizer will be listed as the "Organizer" within all Outlook Calendar events, regardless of whether or not the user is involved in a session or not.

We recommend creating a specific Outlook Calendar user to set as your Organizer, such as 'WorkRamp@company.com'. This will ensure the following issues are avoided:

  1. Selecting an Organizer ensures the Admin isn't included as the "Organizer" on all events, and therefore isn't asked questions related to events they may not have insight into (as they are likely not the instructor or attendee for all events)

  2. Selecting an Organizer ensures the Admin doesn't have their calendar filled with all events throughout the org, as the hold is placed on the Organizers calendar

Creating a specific Outlook Calendar user such as 'WorkRamp@company.com' will avoid these problems. It may be necessary for your IT department to create this user before you can fully setup the integration.

Once your user is created in Outlook you can search for them within the 'Organizer' field, which will typeahead and populate with e-mails that match your input.

Note: Changing the organizer for the Outlook integration does not have any impact on events previously created.

How the integration works

Once the integration is fully enabled Learners & Instructors will begin to receive calendar holds on their Outlook Calendar as follows:

  • Attendees: upon registration for an event session the event will appear auto-accepted on their Outlook Calendar

  • Instructors: when added as an instructor to an event session the event will appear auto-accepted on their Outlook Calendar

For any instructors or attendees that are outside of the company's domain they will simply receive an .ics file containing all of the necessary information.

Attendance

Attendance can be seen from authorized Outlook calendar events as follows:

  • Attendees: will have direct access to all other Attendees currently registered to an event session. This is a real-time integration that will update if anyone is unregistered (they will simply be removed from the calendar hold attendee list)

  • Instructors: instructors will see the count of attendees in the description of the calendar hold, with a link that will take them to the Events page to manage the full list of attendees if necessary

FAQ

  1. What happens for accounts that were previously setup to handle Outlook events in WorkRamp? What impact will it have on existing events?

    1. Event sessions created prior to the integration will continue to be handled as .ics files

    2. All new event sessions will be handled via the integration, directly placing holds on the Attendees/Instructors calendar

  2. Does the user that setups up the integration need to remain an Admin in either WorkRamp or Outlook?

    1. While Microsoft 365 Admins need to log into MS 365 and WorkRamp to authenticate the integration - once this initial setup is complete, the Admin no longer needs access in either system

  3. Can I add an event or edit the event directly within Microsoft Outlook?

    1. If the event is created within WorkRamp, we recommend managing and editing the details within WorkRamp as we do not have control on what is managed in Outlook.

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